Administration Assistant

1 month ago

New Plymouth, New Zealand CardioScan Full time

**About us**

CardioScan is a global health innovation brand and global leader in cardiac monitoring solutions. We provide cardiac data and reporting to primary health practitioners in New Zealand, Australia, the US, the UK and across Asia, through our innovative cloud-based software, Beatbox.

What we do matters, and we strive to make a positive impact on the heart health of many by focusing on quality, accuracy and speed every time. We want to put the right data in the hands of those who need to make the decision, in a time of need. We are continuing to enhance our clinical team and our business with thought leaders and knowledge specialists that will support our rapid growth.

**About the Role**

CardioScan Aotearoa provides a comprehensive range of cardiorespiratory diagnostic tests to ensure early and accurate diagnosis of heart, lung, and sleep-related conditions. We collaborate closely with health professionals across New Zealand and operate from our New Plymouth, NZ office.

We are currently seeking an organised and dedicated Administration Assistant to support our clinical and business operations. This role involves providing comprehensive administrative support, including reception, office management, and maintaining patient records, as well as assisting with clinical tasks such as preparing environments and equipment for patient interventions. The role will also manage stock levels, handle patient appointments, ensure compliance with health and safety protocols, and contribute to continuous quality improvement within the practice.

**This is a permanent part time 20 hours per week opportunity.**

**Key Responsibilities**
- Provide administrative support, including reception, office duties, HR administration, and business management tasks.
- Prepare and maintain clinical environments, equipment, and supplies for patient interventions, ensuring infection control and compliance with health and safety protocols.
- Assist with care planning, patient record maintenance, and accurate data entry into the practice management system.
- Act as a chaperone as required and support clinical teams by maintaining clinical workspaces and ensuring consumables and equipment are well-managed.
- Ensure effective communication with patients, staff, and external healthcare professionals, responding to inquiries and managing appointments.
- Support the financial operations of the practice, including ensuring accurate billing, compliance with funding agency guidelines, and assisting with business reporting.
- Participate in continuous quality improvement initiatives, supporting the efficient operation of the practice and engaging in professional development activities.
- Maintain stock levels, ensuring all materials and equipment are available, up-to-date, and appropriately stored.
- Attend team meetings, contribute to risk management, and collaborate on health and safety compliance.
- Other Duties: Flexibility to work outside regular hours as required, attending meetings, staff training, and complying with all health and safety regulations.

**About you**
- Proven experience in administrative or office management roles, ideally within a healthcare or clinical setting.
- Appropriate level of education required to perform the role.
- Strong organisational skills with the ability to prioritise tasks, manage multiple responsibilities, and meet deadlines.
- Excellent written, verbal, and interpersonal communication skills, with a focus on clear and concise communication.
- Ability to maintain confidentiality, handle sensitive information, and work with diverse patient populations.
- Experience with Microsoft Office and practice management systems (PMS) or similar software.
- Knowledge of the New Zealand healthcare system and an understanding of infection control and health and safety protocols.
- Demonstrated commitment to professional development and continuous improvement.
- Ability to work effectively under pressure, problem-solve, and remain adaptable to changing demands.
- Experience in customer relations and a patient-focused approach to service delivery.

**Why work with CardioScan?**

Hearts are at the core of everything we do. Working with us provides an opportunity to be part of a fantastic team, in a supportive working environment, with exposure to exciting emerging technologies and a focus on learning and development. It’s an exciting time to join our business and as it grows, so do the opportunities for personal and professional growth. Our people are our priority, and we strive to create a workplace where people are respected, valued, and rewarded for their contributions.

**CardioScan Benefits**
- Development of both your technical and soft skills through training requests and specialised training portals
- Annual performance and salary reviews
- Global EAP (Employee Assistance Program) support and access to health benefits through the program
- Birthday Leave
- Company and team events - we celebrate the win

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