Personal Assistant and Service Administrator Christchurch Health Campus

6 days ago

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

**Christchurch - Christchurch Health Campus**:

- ** Permanent full-time position working 40 hours per week**

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.
We are seeking a highly organised and professional Personal Assistant and Service Administrator to provide vital support to the Chief of Child Health, Clinical Directors, and the Nursing Director of Child Health. This is a key role in ensuring the efficient operation of the Child Health Division by managing administrative functions and supporting leadership.

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**

**Administrative and Executive Support**
- Provide confidential and professional administrative support to senior leaders
- Manage diaries, schedule appointments, and coordinate meetings
- Prepare reports, PowerPoint presentations, and written correspondence
- Organise travel and accommodation
- Maintain well-organised, accessible filing systems and documentation tracking

**Meeting and Event Coordination**
- Organise internal and external meetings, including venue, technology, and guest speakers
- Develop agendas, handouts, and presentations
- Record, transcribe, and distribute meeting minutes in a timely manner
- Schedule recurring meetings and follow up after events, including gathering feedback

**Team and Operational Support**
- Contribute to a positive, proactive PA team culture across the combined campus
- Support direct reports of the managers with administrative needs, including roster support and documentation
- Maintain a professional, organised office environment
- Prepare onboarding and orientation materials for new staff
- Ensure adequate office and stationery supplies, and liaise with internal support services as needed

**Systems and Finance Administration**
- Use Oracle to process and track invoices to ensure timely payments
- Oversee the electronic rostering system (Microster) and ensure records are accurate for approval
- Ensure all technology and equipment are maintained and operational
- Act as a - sounding board - to managers when appropriate and maintain a high level of discretion

**Public and Internal Relations**
- Build and maintain positive relationships with internal staff, Health New Zealand management, and external stakeholders
- Support bookings and coordination for use of the Parent Education and LGF Conference meeting rooms
- Promote a positive image of the service to the general public and other partners

**About you**

**Essential Skills and Experience**
- Proven experience as a Personal Assistant supporting senior leadership
- Highly proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint)
- Excellent typing and keyboard skills
- Strong written and verbal communication skills
- Excellent organisational and time management abilities

**Desirable Attributes**
- Background as a Medical Secretary or in a clinical administration setting
- Strong attention to detail and ability to manage multiple tasks effectively
- Willingness to continually develop technical skills and knowledge relevant to the role

**Working at Health New Zealand**

**How to Apply

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