Executive Assistant to The Divisional Lead and

2 months ago

Christchurch, New Zealand Te Whatu Ora – Health New Zealand Waitaha Canterbury Full time

**About the role | Mō te tūnga**

Canterbury Health Laboratories (CHL) is a leading organization in the field of laboratory services, committed to delivering excellence in healthcare. Our team provides cutting-edge solutions and driving innovation in the medical industry.

The Executive Assistant to the Divisional Lead (DL) and Chief of Pathology and Laboratories plays a pivotal role in supporting the performance and wellbeing of our DL and Chief while facilitating the achievement of common goals for our organisation. This role involves providing administrative and secretarial support, coordinating with the senior leadership team, and overseeing the administrative group within our organisation.

This position is on a fixed term from 01/04/2024 to 01/04/2025 working full time hours.

**Responsibilities**:

- Provide administrative and secretarial support to the Divisional Lead and Chief of Pathology and Laboratories including diary coordination, minutes, agenda compilation, etc.
- Make travel and accommodation arrangements as required for the Divisional Lead and Chief of Pathology and Laboratories. Lead and coordinate People and Capability tasks for our organisation through the online Health NZ Max system.
- Assist with scheduling annual performance and salary reviews for direct reports of the DL.
- Maintain constructive relationships and develop a full understanding of ongoing business requirements.
- Undertake other duties as directed by the Divisional Lead and Chief of Pathology and Laboratories and other members of the CHL Leadership Team.
- Provide leadership to the PA/Admin group within CHL to ensure efficient utilisation of resources.
- Assist the DL in linking activities across services and sites.
- Support specific CHL projects as agreed with the Divisional Lead and Chief of Pathology and Laboratories.
- Support the Divisional Lead and Chief of Pathology and Laboratories in achieving strategic goals for laboratories.
- Manage information flow to and from the Leadership office effectively.
- Maintain an effective information and data processing, filing, retrieval, and management system.
- Oversee event preparations and content.
- Possess excellent organisation and time management skills.
- Accept responsibility for actions and deliver results.
- Demonstrate problem-solving skills and initiative.
- Commit to delivering quality outcomes.
- Maintain a friendly and approachable demeanour, communicating effectively with management, stakeholders, and staff.

**Skills and experience | Ngā pūkenga me ngā wheako**
- 3-5 years of relevant experience in an Executive Assistant role providing support to a senior executive and their team.
- Experience/skilled in calendar management, meeting coordination, and arrangements for Senior Leaders.
- Experience/skilled in secretariat duties, including meeting minute taking and collation.
- Experience/skilled in financial administration, such as processing invoices and reconciling payments.
- Experience/skilled in making travel arrangements and booking accommodation.
- Proactive in identifying continuous improvement opportunities.
- Excellent interpersonal, oral, and written communication skills.
- Capacity to manage relationships at all levels, including with senior Ministry officials and health sector leaders.
- Experience in project coordination is preferred.
- Ability to develop, maintain, and influence relationships across sectors and organisations.

**About Us | Mō mātou |**
- “Ko ngā tāngata, te mātua mahi_ - _Putting people at the heart of all we do”_

We are committed to honouring Te Tiriti o Waitangi and its principles by ensuring our partnership with Māori are at the forefront of all our conversations. We believe in improving, promoting, and protecting the health and well-being of the Canterbury and the West Coast community.

The culture at Health NZ Te Whatu Ora Canterbury Waitaha, is driven by our **ā Mātou Uara (Our Value**s)**:

- Care and respect for others - Manaaki me te whakaute i te tangata.
- Integrity in all we do - Hāpai i ā mātou mahi katoa i runga i te pono.
- Responsibility for outcomes - Te Takohanga i ngā hua

**Benefits of working at Health NZ Te Whatu Ora**

When you work at Health NZ/ Te Whatu Ora you are part of a wider whānau that will support you along your journey. We offer great coaching, mentoring and learning outcomes for all staff. We are always improving our facilities across all campuses and have amazing discounts from select retailers, restaurants and businesses. At Health NZ /Te Whatu Ora, you are part of something greater than yourself and encouraged to be your unique self.

We have a range of clinical and non-clinical roles at Health NZ/Te Whatu Ora Waitaha Canterbury, there could be a place for you

Please visit our careers website for other roles and find your ideal fit within the Health NZ/ Te Whatu Ora, Canterbury Waitaha.

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