Scheduler Administrator | Christchurch Hospital

• Christchurch – Christchurch Health Campus – Radiology Department
• Permanent part-time working 24 hours per week working Monday, Wednesday and Friday 8am-2.30pm (must be available to cover for planned and unplanned leave)

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.

Are you an organised, customer-focused administrator who thrives in a busy environment? We are looking for an exceptional Scheduler to join our Radiology team and play a vital role in ensuring patients receive timely access to diagnostic services.

This is an opportunity to contribute directly to patient care by coordinating appointments, managing referrals, and supporting the delivery of high-quality healthcare services across Waitaha Canterbury.

About the Role

As a Scheduler, you will work closely with Team Leaders, Clinical Managers, Clinical Directors, Triaging Clinicians, and Business Managers to ensure referrals and appointments are managed in accordance with Health New Zealand Waitaha Canterbury standards and Ministry of Health targets.

You will be responsible for coordinating patient bookings, managing referral workflows, maintaining accurate patient information, and supporting efficient service delivery across the Radiology Department.

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

Referral and Appointment Management

• Manage referrals in accordance with Radiology service guidelines.
• Ensure all patient information is entered accurately and promptly into the appropriate patient management systems.
• Coordinate urgent referrals to ensure appointments are allocated within required timeframes.
• Book triaged referrals according to prioritisation determined by Radiologists.
• Schedule appointments and distribute appointment information in line with current policies.
• Monitor patient bookings to ensure compliance with departmental and Ministry of Health targets.
• Liaise with clinicians regarding referral queries and appointment prioritisation.
• Maximise utilisation of appointment capacity by proactively filling vacant appointment slots.
• Contact patients to confirm attendance and minimise non-attendance rates.

Service Delivery and Customer Support

• Provide front-of-house and reception support as required.
• Welcome patients and visitors professionally and direct them appropriately.
• Verify and update patient demographic information.
• Maintain patient privacy and confidentiality at all times.
• Collect and manage information required for service reporting and operational management.
• Escalate concerns regarding unwell or vulnerable patients to clinical staff promptly.
• Support production planning and day-to-day service delivery activities.

Communication and Relationship Management

• Respond promptly and professionally to enquiries from patients, clinicians, general practitioners, external agencies, and members of the public.
• Build and maintain effective working relationships with teams across Christchurch, Christchurch Women's, Waipapa, Ashburton, and Burwood Hospitals.
• Demonstrate excellent communication and customer service skills in all interactions.
• Contribute positively to a collaborative, supportive, and high-performing team culture.

About You

You are a proactive administrator who enjoys working in a fast-paced environment and takes pride in providing exceptional service to patients, colleagues, and stakeholders.

Essential Skills and Experience

• Outstanding customer service skills with a genuine people-focused approach.
• Strong organisational, time management, and problem-solving abilities.
• High level of accuracy and attention to detail.
• Ability to manage competing priorities and meet deadlines.
• Strong computer literacy and confidence learning new systems and applications.
• Intermediate to advanced Microsoft Office skills, including Word, Outlook, and Excel.
• Excellent keyboard skills.
• Strong written and verbal communication skills.
• Ability to work independently while contributing positively as part of a team.
• Demonstrated initiative and a proactive approach to administrative work.

Desired Skills and Experience

• Previous administrative experience within a healthcare environment.
• Knowledge of medical terminology.
• Familiarity with public hospital systems and patient management systems.
• Understanding of and respect for people from diverse cultural backgrounds.
• Experience working in a busy scheduling, bookings, or healthcare administration 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 careers’ 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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