Clinical Administrator | Christchurch Hospital

• Christchurch - Christchurch Hospital - Gastroenterology, Respiratory, Infection Management Service
• Permanent full-time position working 40 hours per week

Health New Zealand | Te Whatu Ora is firmly grounded in the principles of Te Tiriti o Waitangi and is committed to building a health system that serves all New Zealanders. 

About the Role

The Clinical Administrator plays a vital role in supporting patient access to healthcare services by coordinating bookings in accordance with Health New Zealand and Ministry of Health (MoH) guidelines. This role contributes directly to the achievement of health targets and operates under the guidance of the Team Leader, Service Manager, and Clinical Director or Triaging Clinician.

If you're organised, detail-oriented, and passionate about delivering excellent customer service in a healthcare setting, we'd love to hear from you. 

As part of the Administration and Clerical Pay Equity Claim settlement this role has been mapped to National Band 4/Profile 4 Step 1 to 3 (final placement step is dependent on skills, knowledge and experience)

For further information about the administration and clerical pay equity settlement please follow the link below: 

PSA National Health Administration Collective Agreement - FINAL (tewhatuora.govt.nz) 

Key Responsibilities

• Schedule and manage patient bookings for outpatient and inpatient services, including planned care procedures, in accordance with Health New Zealand and MoH standards and guidelines.
• Support the smooth flow of outpatient clinics by managing patient arrivals and departures.
• Collaborate with clinical and administrative teams to ensure patients receive timely access to care, and that booking processes align with service delivery goals.
• Maintain accurate records and data entry to support reporting and compliance with health targets. 

Key Result Areas

Transcription duties:

• Dictated letters are completed within set timeframes (usually 3-5 days)
• Written work is presented and accurate.
• All letters and outgoing correspondence is processed and distributed within 24 hours of sign-off by clinicians

Customer Service

• Maintain a genuine focus on excellent customer service.
• Conduct all interactions — with patients, clinicians, and colleagues — with respect, empathy, and professionalism.
• Always maintain patient confidentiality and privacy.

Front of House

• Deliver front of house duties with excellent customer service skills.
• Check and update the patient management system for accurate patient demographics.
• Refer patients who are clearly unwell or infirm immediately to nursing staff.

Patient Management System (SI PICS) & Clinical Processes

• Adhere to Health New Zealand / MoH booking guidelines and standards.
• Ensure all electronic data input is timely, accurate, complete, and auditable.
• Communicate clear, concise, and timely booking information to patients.
• Seek clinical direction as required, particularly for re-categorisation queries from referrers.
• Account for pre-booking requirements, including the timing of diagnostic tests.

Clinic Utilisation

• Make clinic bookings in line with the clinic template.
• Maintain a high level of clinic utilisation.
• Minimise cancellations by working within the six-week booking horizon.
• Undertake clinic preparation and outcome processing as required by the clinical team and business rules.

Inpatient Bookings

• Manage utilisation of surgical lists as agreed with the surgeon and service manager.
• Manage cancellations via standardised process.

Wait List Management

• Keep the surgical wait list and SI PICS wait lists synonymous.
• Filter wait lists in line with service requirements, aligned with "greatest need / longest wait" — checking with clinical and service management if unsure.

About you

Essential

• Excellent customer service skills — people focused.
• Technically savvy, with experience using data systems and the ability to quickly learn new applications.
• Excellent organisational, time management, and problem-solving skills.
• High level of accuracy and strong attention to detail.
• Ability to meet deadlines and work unsupervised.
• Ability to manage and coordinate multiple inputs to achieve agreed outputs.
• A strong team player.
• Intermediate to advanced skills in the Microsoft Office suite (Word, Outlook, Excel).
• Excellent keyboard skills (50–70 wpm).
• High level of written and verbal communication skills.
• A perceptive and proactive approach to administrative work.

Desirable

• Broad administrative experience in a health-related field.
• Awareness of and sensitivity to people from differing cultural backgrounds.
• Familiarity with the public hospital system.
• Knowledge of medical terminology. 

Working at Health New Zealand

Health New Zealand | Te Whatu Ora is dedicated to ensuring excellent healthcare for the people of New Zealand. We embrace a workforce that is diverse and inclusive so that we are better positioned to understand and service our community. We welcome applications from our diverse Māori, Pacific, disabled, and rainbow communities. 

How to Apply

To apply please click “apply now.” All applications must be submitted through our online career’s portal.  If you have any questions about the role, please contact Kerri McCarthy at Kerri.McCarthy@TeWhatuOra.govt.nz

We will review applications as received and may proceed with the recruitment process, before the closing date of this advert

Position description Apply now

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