Personal Assistant | Christchurch Health Campus

• Christchurch – Christchurch Health Campus
• 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. 

We are seeking a highly organised and professional Personal Assistant to provide vital support to the Chief of Child Health, Clinical Directors, and the Nursing Director of Child Health. This is a key role in ensuring the efficient operation of the Child Health Division by managing administrative functions and supporting leadership.

As part of the Administration and Clerical Pay Equity Claim settlement this role has been mapped to National Band 5/Profile 5

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

Administrative and Executive Support

• Provide confidential and professional administrative support to senior leaders
• Manage diaries, schedule appointments, and coordinate meetings
• Answer calls and emails, and manage enquiries in the absence of the managers
• Prepare reports, PowerPoint presentations, and written correspondence
• Organise travel and accommodation
• Maintain well-organised, accessible filing systems and documentation tracking

Meeting and Event Coordination

• Organise internal and external meetings, including venue, technology, and guest speakers
• Develop agendas, handouts, and presentations
• Record, transcribe, and distribute meeting minutes in a timely manner
• Schedule recurring meetings and follow up after events, including gathering feedback

Team and Operational Support

• Contribute to a positive, proactive PA team culture across the combined campus
• Support direct reports of the managers with administrative needs, including roster support and documentation
• Maintain a professional, organised office environment
• Prepare onboarding and orientation materials for new staff
• Ensure adequate office and stationery supplies, and liaise with internal support services as needed

Systems and Finance Administration

• Use Oracle to process and track invoices to ensure timely payments
• Oversee the electronic rostering system (Microster) and ensure records are accurate for approval
• Ensure all technology and equipment are maintained and operational
• Act as a ‘sounding board’ to managers when appropriate and maintain a high level of discretion

Public and Internal Relations

• Build and maintain positive relationships with internal staff, Health New Zealand management, and external stakeholders
• Support bookings and coordination for use of the Parent Education and LGF Conference meeting rooms
• Promote a positive image of the service to the general public and other partners

About you

Essential Skills and Experience

• Proven experience as a Personal Assistant supporting senior leadership
• Highly proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Excellent typing and keyboard skills
• Strong written and verbal communication skills
• Excellent organisational and time management abilities

Desirable Attributes

• Background as a Medical Secretary or in a clinical administration setting
• Strong attention to detail and ability to manage multiple tasks effectively
• Willingness to continually develop technical skills and knowledge relevant to the role

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.