Secretary|Administrator | Hillmorton

• Christchurch – Hillmorton Health Campus - Forensic Mental Health Service FMHS) / Intellectually Disabled Persons Health Service (IDPH) Cluster
• Permanent part-time position working 32 hours per week (negotiable days and times)

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

The Secretary Administrator plays a vital role in providing professional and effective administrative support to the Clinical Nurse Manager (CNM) and clinical teams across Te Whare Mauriora (TWMO) and Psychiatric Services for Adults with an Intellectual Disability (PSAID), as part of service delivery for the Forensic Mental Health Service (FMHS) and the Intellectually Disabled Person’s Health Service (IDPH) Cluster.

• TWMO (Te Whare Mauriora) is an open inpatient rehabilitation unit within FMHS, supporting individuals with mental illness who have offended, providing care, rehabilitation, and transition back to the community.
• PSAID is a specialist inpatient unit within IDPH, delivering care to adults with intellectual disabilities who also experience mental health challenges.

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

• Transcription of dictation into SAP for clinical reviews, case conferences, and Special Patient reports within set timeframes
• Enter and update staff rosters (Excel templates & Microster system)
• Minute staff communication and other meetings as directed
• Support Medical Officer with Ministry of Health leave applications
• Manage admissions, discharges, transfers, and referrals in SAP
• Update documents, spreadsheets, and filing systems as required
• Provide general administrative support including ordering stationery, maintenance requests, typing, and other tasks as directed by CNM, clinical teams, or FMHS/IDPH leadership.

Success in the Role Looks Like

• Customer Service: Providing a high level of service to patients, clinicians, and service users while always maintaining confidentiality and privacy.
• Clinical Programmes: Accurate and timely data entry, effective communication with stakeholders, and seeking clinical direction when required.
• Communication: Demonstrating professional, open, and clear communication; maintaining confidentiality; proactively contributing to a positive team environment.
• Administration: Accurate minutes, effective organisation of meetings, and timely completion of administrative tasks.

About You

Essential Skills & Experience

• Excellent keyboard and dictation/transcription typing skills (70+ WPM) with high accuracy
• Strong organisational and time management skills with the ability to prioritise effectively
• Proven ability to minute and organise meetings
• Excellent written and verbal communication skills
• Strong customer service focus with the ability to interact with a wide range of people
• Proficient in Microsoft Office (Word, Outlook, Excel)
• Ability to meet deadlines, work unsupervised, and manage multiple demands
• Proactive, perceptive, and able to demonstrate initiative in a secretarial/administrative role

Desired Skills & Experience

• Previous secretarial/administrative experience in a health-related field
• Knowledge of medical terminology
• Awareness of working with people from diverse cultural backgrounds
• Familiarity with hospital systems such as SAP, Health Connect South, Winscribe, and ORACLE

This is a rewarding opportunity to contribute to specialist mental health and intellectual disability services that make a real difference in people’s lives. 

As part of our recruitment process, we may use informal assessments to evaluate key skills like accuracy, attention to detail, and efficiency. These are not formal tests and are used solely to support internal decision-making. 

Assessment results are considered alongside your application and interview. We’re committed to a fair and inclusive process and welcome feedback at any stage. 

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.