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, and the hours are negotiable between 7.30 am to 4.30 pm.
As part of the Administration and Clerical Pay Equity Claims settlement, this role has been mapped to National Band 5/Profile 5.
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.
Stay updated on organizational policies and facilitate their application.
Handle data entry and ensure accuracy in maintaining office records.
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.
Previous experience as a Personal Assistant to a senior manager.
Familiarity with Health NZ systems such as Oracle, Microster, and patient management systems.
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!
"Ko nga tangata, te matua 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 Maori 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 a Matou Uara (Our Values):
Care and respect for others - Manaaki me te whakaute i te tangata.
Benefits of working at Te Whatu Ora [Health NZ]:
When you work at Te Whatu Ora [Health NZ], you are part of a wider whanau 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.
Only applications submitted via our career site will be accepted, therefore please apply directly on our career site.
Please note applications will be reviewed as they are received, and this job vacancy could close prior to the closing date.
Please apply only if you have the legal right to work and live in New Zealand; if you do not hold the legal right to live and work in New Zealand, your application will be declined.
Contact Kerri McCarthy on ****** for additional information.
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 Te Whatu Ora [Health NZ] Waitaha Canterbury.
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