Administration Assistant | Greymouth

New Zealand Government; Greymouth; On-site; NZD 40,000 - 52,000; Part time

Job summary

Health New Zealand | Te Whatu Ora is seeking an Administration Assistant for Commercial Services at Greymouth Hospital. This part-time permanent role is 30 hours per week, Monday to Friday, 8.30am to 3pm, supporting payroll, purchasing and daily admin tasks.

You will maintain records, process invoices and liaise with staff and suppliers, using strong Excel and data skills in a busy service environment.

Qualifications

• Experience in an administrative role, preferably in a large or complex organisation.
• Strong MS Office skills, particularly Word, Outlook and Excel.
• Intermediate to advanced Excel skills with formulas and data tools.

Responsibilities

• Completing administrative tasks accurately, efficiently and within required timeframes.
• Maintaining monthly spreadsheets, reports and operational data.
• Preparing and processing payroll information, timesheets and staff attendance information.
• Processing purchase orders, invoices and credit notes, ensuring documentation is provided.
• Maintaining accurate, well-organised records.
• Identifying and following up errors, discrepancies and outstanding information.
• Providing administrative support for Meals on Wheels, including orders and invoicing.
• Assisting the Hospitality Manager with reporting and data collection.
• Providing timely information to support operational and financial decision-making.
• Liaising with staff, suppliers and stakeholders to provide a professional service.
• Handling confidential information appropriately.

Skills

Attention to detail

Time management

Communication skills

Team player

Proactive

Data analysis

Tools

Microsoft Word

Microsoft Outlook

Microsoft Excel

Job description

Greymouth - Greymouth Hospital - Commercial Services Part-time permanent position working 30 hours per week (Monday to Friday 8.30am to 3pm) 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.

Administration Assistant - Commercial Services

About the role

As part of the Administration and Clerical Pay Equity Claim settlement this role has been mapped to National Band 4/Profile 4 Step1 to 3 (final placement step is dependent on skills, knowledge and experience). For further information about the administration and clerical pay equity settlement please follow the link below: PSANational Health Administration Collective Agreement - FINAL(tewhatuora.govt.nz)

• Completing administrative tasks accurately, efficiently and within required timeframes.
• Maintaining monthly spreadsheets, reports and operational data.
• Preparing and processing payroll information, timesheets and staff attendance information.
• Processing purchase orders, invoices and credit notes, ensuring the appropriate documentation is provided.
• Maintaining accurate, well-organised and up-to-date financial and administrative records.
• Identifying and following up errors, discrepancies and outstanding information.
• Providing administrative support for Meals on Wheels, including orders, records, invoicing and reporting.
• Assisting the Hospitality Manager with routine reporting, data collection, correspondence and other administrative requirements.
• Providing timely and accurate information to support operational and financial decision-making.
• Liaising with staff, suppliers and other stakeholders to provide a professional, responsive and helpful service.
• Handling confidential and sensitive information appropriately and in accordance with organisational policies and requirements.
• Identifying opportunities to improve administrative processes and ways of working.

About you

You will be an experienced administrator who takes pride in getting the details right and enjoys working in a busy, service-focused environment.

• Previous experience in an administrative role, preferably within a large or complex organisation.
• Strong Microsoft Office skills, particularly Word, Outlook and Excel.
• Intermediate to advanced Excel skills, including the ability to use formulas, functions and data tools to manage, analyse and present information.
• Experience processing financial and administrative information, including purchase orders, invoices and credit notes.
• Experience maintaining accurate records and meeting regular processing and reporting deadlines.
• The ability to manipulate, collate and analyse data and present information in a clear and easy-to-understand format.
• Excellent attention to detail and a high level of accuracy when entering, checking and reporting information.
• Strong organisational and time-management skills, with the ability to prioritise competing demands.
• Excellent written and verbal communication skills.
• The ability to work independently while also contributing positively to a team.
• A proactive approach to identifying errors, resolving issues and following up outstanding information.
• The ability to manage confidential and sensitive information with discretion.

It would be an advantage if you have:

• Previous experience within a healthcare, hospitality, food service or other large service-based environment.
• Experience providing administrative support to a manager or operational team.
• Experience with payroll administration, timesheets or staff attendance processes.
• Experience with purchasing and financial processes.

What you’ll bringWe are looking for someone who is dependable, collaborativeand takes ownership of their work. You will be able to plan effectively, usesound judgement and deliver results while maintaining a high standard of professionalism and integrity. You will build positive working relationships, communicateconfidently with a range of people and adapt your approach when prioritieschange. A curious and improvement-focused mindset will be valued, along with agenuine commitment to contributing to a positive, inclusive and safe workplace.

Why join Commercial Services?

This is a great opportunity to join a supportive team and make a practical contribution to the smooth running of an essential hospital service. If you are an experienced administrator with strong Excel and financial administration skills and enjoy a role where accuracy, organisation and teamwork really matter, we would love to hear from you.

Working at Health New Zealand

Health New Zealand | Te Whatu Ora is dedicated to ensuring excellent healthcare for the people of New Zealand. We embrace a workforce that is diverse and inclusive so that we are better positioned to understand and service our community.

We welcome applications from our diverse Māori, Pacific, disabled, and rainbow communities.

If you have any questions about the role, please contact Kerri McCarthy at [e-mail].