Administrative Supervisor | Christchurch Hospital

Health New Zealand - Te Whatu Ora Waitaha Canterbury; Christchurch; On-site; NZD 70,000 - 90,000; Full time

Job summary

Health New Zealand | Te Whatu Ora Waitaha Canterbury is seeking an experienced Administrative Supervisor to join the Respiratory, Gastroenterology, Infection Management, and Nephrology Administration Teams. You will supervise day-to-day operations, provide coaching, and ensure efficient patient flow across services to support clinical teams and patient outcomes.

The role requires at least two years of supervising experience, strong SIPICS proficiency, and a patient-centered approach.

Qualifications

• Minimum 2 years' experience supervising a small to medium-sized team.
• Proven success leading administrative teams in a complex environment.
• Advanced user of SIPICS (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.
• 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 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.
• 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.
• 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.

Job description

Christchurch - Christchurch Health Campus- Respiratory, Gastroenterology, Infection Management & Nephrology ServicesFixed Term position until 02/04/2027 working 40 hours per week Health New Zealand | Te Whatu Ora is firmly grounded in theprinciples of Te Tiriti o Waitangi and is committed to building a health systemthat serves all New Zealanders.

About the Role

We are seeking an experienced and motivated AdministrativeSupervisor to join our busy and dynamic specialist services. This role sitsacross the Respiratory, Gastroenterology, Infection Management Service, andNephrology Administration Teams, with shared accountability for ensuringseamless administrative coordination and optimal patient flow.You will provide day-to-day supervision of an administrationteam, offering technical expertise, coaching, and leadership to ensurehigh-quality, efficient service delivery that supports both clinical teams andpatient 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 diverseMāori, Pacific, disabled, and rainbow communities.