Personal Assistant

3 months ago

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

**Mō te tūnga | About the role**

We are seeking a highly organized and proactive Personal Assistant to support the Surgical Services Manager, (currently covering Ophthalmology & Urology. In this critical role, you will ensure efficient communication, manage administrative tasks, and help maintain the smooth functioning of the office. You will also play a key role in managing relationships and enabling the achievement of business objectives in accordance with Health NZ Te Whatu Ora policies.

This position is permanent part-time working 20 hours per week. The days are Monday to Friday, the hours are negotiable between 7.30 am to 4.30pm.

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**:

- Provide confidential administrative support to the Clinical Director and Service Manager
- Draft, circulate, and manage communications on behalf of the office
- Schedule meetings and maintain the on-call and RMO rosters
- Take minutes during key meetings and distribute them promptly
- Proactively manage issues and ensure smooth daily operations in the absence of the Director and Manager
- Build effective relationships and liaise with hospital staff to ensure objectives are met
- Handle data entry and ensure accuracy in maintaining office records

**Ngā pūkenga me ngā wheako | Skills and experience**

**Essential Skills & Experience**:

- Advanced proficiency with Microsoft Office Suite and Outlook Mail
- Excellent customer service skills with a friendly and professional demeanor
- Proven experience as a minute-taker in meetings
- Strong data entry skills with high accuracy
- Ability to work under pressure, prioritize tasks, and meet deadlines

**Desirable Skills & Experience**:

- Previous experience as a Personal Assistant to a senior manager
- Familiarity with Health NZ systems such as Oracle, Microster, and patient management systems
- Experience in digital transcription and managing complex rosters
- Knowledge of the health sector, particularly ophthalmology
- Relevant qualifications in Business Administration or a related field

**Personal Attributes**:

- Ability to maintain confidentiality and integrity at all times
- Calm and capable of handling challenging situations under pressure
- Strong interpersonal skills with the ability to communicate at all levels
- A self-motivated, proactive approach with excellent problem-solving abilities
- Professionalism in dealing with diverse staff behaviors and organizational dynamics

Join us in making a difference in the ophthalmology department at Christchurch Hospital

**Mō mātou | About Us**
- “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 Te Whatu Ora [Health NZ] Waitaha Canterbury, 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

**Ngā** **hua | Benefits of working at Te Whatu Ora [Health NZ]**

When you work at the Te Whatu Ora [Health NZ], 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 Te Whatu Ora [Health NZ] Waitaha Canterbury, there could be a place for you

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

**Nau mai, haere mai, tauti mai**

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