Administrator/Recept | Hillmorton Health Campus

About the Company Health New Zealand | Te Whatu Ora is committed to delivering exceptional healthcare to all New Zealanders, grounded in the principles of Te Tiriti o Waitangi. Our mission is to build a health system that serves the diverse needs of our communities, and we value a workforce that reflects this diversity. About the Role We are currently looking for a friendly, capable, and organized Administrator/Receptionist to join our Adult Community Mental Health team at Hillmorton Health Campus. This permanent part-time position involves working 32 hours per week and plays a crucial role in providing top-notch reception and administrative support. You will ensure that our patients and visitors experience a smooth and welcoming environment. In collaboration with clinical teams and under the guidance of the Clinical Manager, your efforts will help us meet the standards set by Health NZ Waitaha Canterbury and the Ministry of Health for booking practices, access, and care delivery. This role is part of the Administration and Clerical Pay Equity Claim settlement and is classified under National Band 4/Profile 4A. Key Responsibilities Reception and Administrative Duties - Efficiently manage patient arrivals, departures, and phone inquiries. - Accurately enter all patient contacts into Healthlinks (SAP) in a timely manner. - Process referrals and re-categorization queries in consultation with clinical staff. - Maintain clear and timely communication with patients regarding appointments and follow-ups. Customer Service and Front of House - Provide a warm, respectful, and professional welcome to all patients and visitors. - Ensure patient confidentiality and privacy at all times. - Regularly check and update patient demographics in the Patient Management System (SAP). - Identify unwell patients and escalate concerns to nursing staff as appropriate. - Communicate effectively with clinical teams and patients. Transcription and Documentation - Type and process dictated letters within 3 to 5 working days. - Format and distribute outgoing correspondence within 24 hours of sign-off. - Ensure all documentation is accurate, professional, and completed to a high standard. Teamwork and Communication - Exhibit positive, professional communication with all internal and external stakeholders. - Actively contribute to a supportive and high-functioning service environment. - Participate in meetings, training, and continuous improvement activities. Other Duties - Assist with additional administrative tasks as directed by the Clinical Manager. - Proactively identify areas for improvement and seek training as needed. About You Essential: - Excellent customer service and communication skills with a focus on people. - High level of accuracy, attention to detail, and the ability to meet deadlines. - Self-motivated with strong organizational and time management skills. - Technically confident and quick to learn new systems and processes. - Proficient in Microsoft Office (Word, Outlook, Excel). - Accurate and efficient keyboard skills (50 - 70 wpm). - A collaborative and proactive team player. Desired: - Previous experience in a healthcare or hospital administrative role. - Familiarity with medical terminology and public health systems. - Cultural awareness and the ability to engage with diverse populations. - Knowledge of the Patient Management System (SAP) or similar systems. Benefits At Health New Zealand | Te Whatu Ora, we are dedicated to ensuring excellent healthcare for all. We embrace a diverse and inclusive workforce, which helps us better understand and serve our community. We encourage applications from our diverse Māori, Pacific, disabled, and rainbow communities. How to Apply To apply, please visit our online career portal and click on "apply now." If you have any questions about the role, feel free to reach out to Kerri McCarthy at Kerri.McCarthy@TeWhatuOra.govt.nz. We will review applications as they are received and may begin the recruitment process before the closing date of this advertisement.