Secretary/Administrator | Hillmorton Health Campus

• Christchurch - Hillmorton Health Campus Service: Forensic Community Team, Forensic Mental Health Service (FMHS)
• Full time permanent position working 40 hours per week Monday to Friday

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

We are seeking a highly organised and professional Secretary Administrator to join our Forensic Community Team at Hillmorton Hospital. This is one of two key secretary administrative roles that provide essential secretarial and administrative support to the team, helping ensure the effective delivery of Forensic Mental Health Services in the community.

The Forensic Community Team provides outpatient care to individuals with mental health diagnoses and a criminal history and delivers regular weekly clinical support to Canterbury Prisons.

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:

Customer Service

• Deliver excellent customer service to patients, clinicians, and service users
• Always maintain patient confidentiality and privacy

Clinical Program Support

• Ensure timely and accurate data entry
• Communicate clearly and efficiently with relevant stakeholders
• Seek clinical guidance when required, especially for referral queries

Communication and Team Support

• Role model professional and positive behaviours in all interactions
• Contribute to a supportive, high-functioning team environment
• Maintain clear, open, and responsible communication
• Handle all matters with discretion and maintain confidentiality
• Demonstrate sensitivity when interacting with individuals accessing the service
• Take, circulate, and action meeting minutes appropriately

Administrative Duties

• Support the Clinical Manager as required with general service provision
• Take initiative and carry out duties competently and efficiently

Training and Support

• Request training or support through the Clinical Manager when needed
• Provide support and training to others when directed

Quality and Compliance

• Participate in quality activities and help identify areas for improvement
• Adhere to organisational and divisional policies and procedures

About you

Essential Skills and Experience:

• Strong customer service skills with a people-focused approach
• Technically confident; able to pick up new systems and software quickly
• Excellent organisational, time management, and problem-solving skills
• High levels of accuracy and attention to detail
• Ability to meet deadlines and work independently
• Strong team player who collaborates effectively
• Intermediate to advanced Microsoft Office skills (Word, Outlook, Excel)
• High-speed typing (60–70+ WPM) with strong accuracy, including Dictaphone typing
• Experience in organising and minuting meetings
• Excellent written and verbal communication skills
• Proactive and perceptive approach to administrative work

Desirable Attributes:

• Previous administrative experience in a healthcare environment
• Awareness and sensitivity to diverse cultural backgrounds
• Knowledge of medical terminology
• Familiarity with hospital systems (e.g. SAP, Health Connect South, Winscribe, ORACLE)

This role is essential to the smooth functioning of the Forensic Community Team and offers an opportunity to contribute meaningfully to mental health services in Canterbury. You will be part of a collaborative and professional environment where your skills are valued and supported. 

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.