Receptionist/Administrator | Greymouth

• West Coast – Greymouth - Mental Health Service
• Full time permanent 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. 

Support equitable, kind and high-quality care for tāngata and whānau across our Mental Health Services.

We are seeking an experienced, organised and compassionate Reception & Administrator to join our Mental Health Administration Team. This team plays a vital role in ensuring mental health services are accessible, efficient, safe and welcoming for tāngata, whānau, staff and partner agencies across the West Coast.

This role is ideal for someone who thrives in a fast-paced, people-focused environment, enjoys problem-solving and is committed to supporting high-quality healthcare delivery. 

About the Team

The Mental Health Administration Team works in partnership with clinical and non-clinical teams across Te Whatu Ora, as well as external agencies. The team shares a commitment to:

• Providing equitable, accessible, caring and kind support to tāngata and whānau
• Maintaining strict confidentiality at all times
• Fostering collaboration and connectedness across the organisation
• Supporting safe workload management for clinicians
• Contributing to a safe, healthy and supportive workplace
• Empowering service improvement, innovation and co-design 

About the Role

The Reception & Administrator ensures best-practice administrative support across all Mental Health services. You will use your specialist knowledge of reception, administration processes and health service requirements to keep the service running smoothly.

As part of the Administration and Clerical Pay Equity Claim settlement this role has been mapped to National Band 4/Profile 4A

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

Service Support

• Provide frontline reception, customer service and administrative support across Mental Health.
• Assist with referral management, data entry, MOH reporting requirements and clinic coordination.
• Manage information requests, Winscribe dictation, procurement, travel and accommodation bookings.
• Liaise professionally with external service providers and agencies.
• Maintain confidentiality and adhere to the Privacy Code at all times.

Teamwork & Collaboration

• Promote harmonious working relationships and high staff morale.
• Work closely with nurses, allied health, doctors and administrative colleagues to maintain open communication and effective workflows.
• Assist problem-solving across departments to ensure smooth service delivery.
• Support Business Continuity Planning (BCP), emergency procedures and service sustainability planning.

Quality, Systems & Innovation

• Develop knowledge of relevant standards, systems, legislation and accreditation requirements.
  (e.g., Mental Health Act, Ombudsman standards, HDC Code).
• Identify and report potential risks or issues impacting Mental Health Services.
• Support service improvements and innovative ways of working, especially for rural health delivery.
• Ensure regular reporting is timely, accurate and aligned with organisational procedures.

Reception & Administrative Duties

• Provide exceptional customer service with professionalism and respect.
• Manage phones, enquiries, filing, scheduling and general office tasks.
• Produce well-written correspondence when required.
• Maintain accurate documentation and records.
• Support the line manager with administrative needs and additional duties as required. 

About You

Qualifications, Skills & Experience

Essential:

• Proven administration or reception experience
• NCEA Level 2 or 3 (or equivalent)
• Strong confidentiality, discretion and professionalism
• Excellent communication and customer service skills
• Ability to work unsupervised, prioritise and meet deadlines
• Strong problem-solving skills
• High computer proficiency across Microsoft Office and other systems
• Ability to produce accurate, high-quality written documents
• Understanding of Te Tiriti o Waitangi and cultural safety
• Full NZ Driver Licence
• Commitment to ongoing self-development

Desirable:

• Health sector administration experience
• Knowledge of mental health service processes or rural health settings 

How to Apply

To view the position description and/or apply for the role please click “apply now.” All applications must be submitted through our online careers. If you have any questions about the role, please contact Kerri McCarthy at Kerri.McCarthy@TeWhatuOra.govt.nz.

Please note, we will be reviewing applications when received and may proceed with the recruitment process, before the closing date of this advert.