Administrative Supervisor | Christchurch Hospital

New Zealand Government; Christchurch; On-site; NZD 70,000 - 90,000; Full time

Job summary

Health New Zealand | Te Whatu Ora in Christchurch seeks an experienced Administrative Supervisor to lead administrative teams across Respiratory, Gastroenterology, Infection Management and Nephrology Services. You will coordinate patient flow, supervise staff, and ensure high-quality service delivery that supports clinicians and patients.

The role focuses on performance, quality, and continuous improvement, with a strong emphasis on data integrity, stakeholder relations, and process development

Qualifications

• Minimum 2 years' experience supervising a small to medium-sized team.
• Proven success leading administrative teams in a complex environment.
• Advanced user of SI PICS (South Island Patient Information Care System).
• Strong understanding of Ministry of Health Planned Care / Elective Services Guidelines.
• Experience with data management and information systems.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Excellent interpersonal, communication, and influencing skills.
• Strong problem-solving ability and sound judgement.
• Demonstrated success delivering improvement initiatives.
• Strong customer and patient-focused approach.

Responsibilities

• Coordinate smooth patient flow across multiple services.
• Identify constraints and work with leadership to implement solutions.
• Monitor bookings and transcription throughput in line with service and Ministry of Health guidelines.
• Actively manage waitlists, reporting, and actions to meet service requirements.
• Conduct and respond to regular DNA audits.
• Provide daily supervision, guidance, and support to the administration team.
• Ensure equitable distribution of workload across team members.
• Support staff through orientation, training, and ongoing coaching.
• Foster a positive, high-performing, patient-centred team culture.
• Work closely with the Administrative Team Leader to align resources with service needs.
• Monitor and report on key performance indicators and administrative outputs.
• Identify and implement improvement opportunities to enhance patient experience.
• Ensure compliance with administrative processes, procedures, and quality frameworks.
• Maintain high levels of data integrity across systems.
• Build strong working relationships with clinical teams and stakeholders.
• Support alignment between service expectations and available resources.
• Manage complaints and incidents in a timely, professional, and people-focused manner.
• Contribute to projects that support service efficiency and effectiveness.
• Support development and maintenance of administrative documentation and processes.
• Actively participate in initiatives that improve quality, timeliness, and cost-effectiveness.

Skills

Team supervision

Leadership

Interpersonal communication

Data management

Microsoft Office

Problem solving

Customer-focused

Stakeholder management

Policy/guidelines knowledge

Process improvement

Education

People management qualification or information systems qualification

Tools

SI PICS

Microsoft Office

Job description

Christchurch - Christchurch Health Campus- Respiratory, Gastroenterology, Infection Management & Nephrology Services. Fixed Term position until 02 / 04 / 2027 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.

About the Role

We are seeking an experienced and motivated Administrative Supervisor to join our busy and dynamic specialist services. This role sits across the Respiratory, Gastroenterology, Infection Management Service, and Nephrology Administration Teams, with shared accountability for ensuring seamless administrative coordination and optimal patient flow. You will provide day-to-day supervision of an administration team, offering technical expertise, coaching, and leadership to ensure high-quality, efficient service delivery that supports both clinical teams and patient outcomes.

Key Responsibilities

Service Coordination & Patient Flow

• Coordinate smooth patient flow across multiple services
• Identify constraints and work with leadership to implement solutions
• Monitor bookings and transcription throughput in line with service and Ministry of Health guidelines
• Actively manage waitlists, reporting, and actions to meet service requirements
• Conduct and respond to regular DNA (Did Not Attend) audits

Team Leadership & Supervision

• Provide daily supervision, guidance, and support to the administration team
• Ensure an equitable distribution of workload across team members
• Support staff through orientation, training, and ongoing coaching
• Foster a positive, high-performing, patient-centred team culture
• Work closely with the Administrative Team Leader to align resources with service needs

Performance & Quality

• Monitor and report on key performance indicators and administrative outputs
• Identify and implement improvement opportunities to enhance patient experience
• Ensure compliance with administrative processes, procedures, and quality frameworks
• Maintain high levels of data integrity across systems

Stakeholder & Relationship Management

• Build strong working relationships with clinical teams and stakeholders
• Support alignment between service expectations and available resources
• Manage complaints and incidents in a timely, professional, and people-focused manner

Projects & Continuous Improvement

• Contribute to projects that support service efficiency and effectiveness
• Support development and maintenance of administrative documentation and processes
• Actively participate in initiatives that improve quality, timeliness, and cost-effectiveness

About You

Essential Skills & Experience

• Minimum 2 years' experience supervising a small to medium-sized team
• Proven success leading administrative teams in a complex environment
• Advanced user of SI PICS (South Island Patient Information Care System)
• Strong understanding of Ministry of Health Planned Care / Elective Services Guidelines
• Experience with data management and information systems
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Excellent interpersonal, communication, and influencing skills
• Strong problem-solving ability and sound judgement
• Demonstrated success delivering improvement initiatives
• Strong customer and patient-focused approach

Desirable

• Experience working in a tertiary hospital environment
• Qualification in people management, business, or information systems

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.