• Christchurch - Christchurch Health Campus
• Permanent part time  32 hours per week Tuesday 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 an organized and detail-oriented Administrator to join our team in the Cardiology Department at Christchurch Health Campus. In this role, you will be responsible for transcription duties and ensuring that all patient bookings, including outpatient and inpatient admissions, are handled according to Waitaha Canterbury and Ministry of Health standards. You will work under the guidance of the Team Leader, Service Manager, and Clinical Director/Triaging Clinician to ensure patients receive the care they need in a timely manner, adhering to the appropriate guidelines.

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: 

Administration and Clerical Pay Equity - Te Whatu Ora - Health New Zealand 

Key Responsibilities:

Customer Service:

• Maintain a genuine focus on providing excellent customer service to patients, clinicians, and others accessing our services.
• Ensure patient confidentiality and privacy are always respected.
• Undertake front-of-house duties with a high standard of customer service.
• Regularly check and update patient demographics in the Patient Management System (SI PICS).
• Refer unwell or infirm patients to nursing staff immediately.

Patient Management System (SI PICS) and Clinical System Processes:

• Follow business rules as outlined in Waitaha Canterbury Elective Services Guidelines (Orange Book V3).
• Book patients based on priority, managing - greatest need, longest wait, - and ensuring compliance with Planned Care (MoH) requirements.
• Ensure all data entry is accurate and timely.
• Provide clear, concise, and timely booking information to patients.
• Seek clinical direction when needed, particularly regarding re-categorisation queries from the referrer.
• Take pre-booking requirements into account, such as the timing of diagnostic tests.

Clinic and Inpatient Booking:

• Make clinic bookings according to the clinic template and maintain high clinic utilisation.
• Minimize cancellations by working within the six-week booking horizon.
• Manage inpatient bookings and surgical list utilisation in coordination with surgeons and service managers.
• Follow a standardised process for managing cancellations and waitlists.

Wait List Management:

• Align surgical waitlists with the SI PICS waitlists and ensure they reflect the - greatest need/longest wait - policy.
• Filter waitlists based on service requirements, checking with clinical and service management if unsure.

Transcription Duties:

• Complete dictated letters within set timeframes (usually 3-5 days).
• Ensure all written work is accurate and professionally presented.
• Process and distribute all letters and outgoing correspondence within 24 hours of clinician sign-off.

About you

Essential Skills & Experience:

• Strong customer service skills with a focus on people and patient care.
• Technically adept with experience in data systems and the ability to quickly pick up new applications.
• Excellent organizational, time management, and problem-solving skills.
• High attention to detail and accuracy.
• Ability to meet deadlines and work independently.
• Proven ability to manage and coordinate multiple tasks.
• Team player with a collaborative attitude.
• Intermediate to advanced proficiency in Microsoft Word, Outlook, and Excel.
• Excellent keyboard skills (50-70 words per minute).
• High level of written and verbal communication skills.
• Demonstrated proactive and perceptive approach in an administrative role.

Desired Skills & Experience:

• Broad administrative experience in a healthcare-related field.
• Awareness and understanding of cultural diversity.
• Knowledge of medical terminology.
• Familiarity with the public hospital system, including the Patient Management System (SI PICS).

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.