Administrator

New Zealand Government; Wellington; On-site; NZD 42,000 - 60,000; Full time

Benefits offered by this job

Ongoing training

Inclusive team environment

Meaningful community impact

Job summary

Health New Zealand | Te Whatu Ora invites applications for a full-time Reception Administrator role in Wellington. You will be the first point of contact for tangata whaiora, whānau, and visitors, delivering a welcoming and professional experience while supporting day-to-day administrative functions across community mental health teams.

We seek someone with excellent customer service, strong computer skills (Word/Outlook/Excel), attention to detail, and the ability to multitask in a busy

Qualifications

• Excellent customer service and interpersonal skills.
• Strong computer skills including Word, Outlook and Excel.
• Exceptional attention to detail and accuracy.
• Confidence working independently and collaboratively.
• Strong time management and multitasking abilities.
• A calm, friendly, and solution-focused attitude.
• Excellent verbal and written communication skills.
• Resilience, professionalism, and a genuine commitment to the role.
• Previous experience in a front-line, customer-facing role is desirable.

Responsibilities

• Greeting and assisting clients, whānau, and visitors in person and by phone.
• Managing high-volume phone enquiries, directing calls and providing accurate information.
• Monitoring referrals, processing discharges, and maintaining patient records.
• Booking and coordinating appointments for clinicians and interpreters.
• Preparing clinic materials, patient documentation, and supporting weekly clinics.
• Managing incoming and outgoing mail, office supplies, and administrative systems.
• Filing, tracking, and retrieving patient files efficiently.
• Maintaining whiteboards, statistics, and daily handover processes.
• Logging ICT requests and supporting technology or office equipment needs.
• Providing general administrative support and assisting with wider organisational tasks.

Skills

Customer service

Interpersonal skills

MS Word

MS Outlook

MS Excel

Attention to detail

Time management

Communication

Multitasking

Resilience

Job description

WE WILL ONLY ACCEPT APPLICATIONS FROM CURRENT HEALTHNEW ZEALAND EMPLOYEES Location: Level 2, 113 Adelaide Road, Mount Cook Service: Wellington South Community Mental Health Team Contract: Permanent, Full Time Health New Zealand | Te Whatu Ora is firmly grounded in the principles of Te Tiriti o Waitangi and is dedicated to serving all New Zealanders. Through integration and collaboration, we're building a health system underpinned by partnership, equity, sustainability, whānau-centred care, and excellence.

Kōrero mō te tūranga - About the role:

This is a full-time role (40 hours per week). An exciting opportunity has arisen for an enthusiastic and motivated Reception Administrator to join our busy and diverse community mental health teams. We are seeking a reception administration superstar who brings passion, resilience, and a strong commitment to service excellence. As the first point of contact, you will play a key role in creating a welcoming and supportive environment. We are looking for someone who can balance empathy and understanding with emotional resilience - someone who can respond compassionately while maintaining professional boundaries and composure in sometimes challenging situations. This is a varied and fast-paced role that requires a high level of accuracy, organisation, and professionalism. You will undertake a wide range of administrative duties to support the effective day-to-day functioning of the service. Full training will be provided to support your development and build the skills and knowledge required for success in the role. To thrive in this position, you will be confident multitasking, prioritising competing demands, and meeting deadline - all while remaining calm, approachable, and maintaining a sense of humour. A friendly disposition and willingness to learn are essential, and previous office experience is desirable.

Mō tō mātou rōpū - About our team:

You'll be joining a close-knit kāhui of six administrators who provide dedicated support to two busy, multidisciplinary community mental health teams. We pride ourselves on collaboration, open communication, and delivering high-quality work in a supportive and inclusive environment. The Wellington Central and Wellington South Community Mental Health Teams provide assessment and treatment for adults aged 18+ experiencing moderate to severe mental health challenges. Our shared goal is to support tangata whaiora to lead healthy, fulfilling lives through recovery-focused care.

Mōu ' About you:

We are looking for someone who brings:

• Excellent customer service and interpersonal skills
• Strong computer skills including Microsoft Word, Outlook and Excel
• Exceptional attention to detail and accuracy
• Confidence working independently and collaboratively
• Strong time management and multitasking abilities
• A calm, friendly, and solution-focused attitude
• Excellent verbal and written communication skills
• Resilience, professionalism, and a genuine commitment to the role
• Previous experience in a front-line, customer-facing role is desirable

Ngā kawenga - Key responsibilities:

You will be the first point of contact for tangata whaiora, whānau, and visitors, providing a welcoming and professional experience. This busy role requires excellent organisation, attention to detail, and confident communication.

• Greeting and assisting clients, whānau, and visitors in person and by phone
• Managing high-volume phone enquiries, directing calls and providing accurate information
• Monitoring referrals, processing discharges, and maintaining patient records
• Booking and coordinating appointments for clinicians and interpreters
• Preparing clinic materials, patient documentation, and supporting weekly clinics
• Managing incoming and outgoing mail, office supplies, and administrative systems
• Filing, tracking, and retrieving patient files efficiently
• Maintaining whiteboards, statistics, and daily handover processes
• Logging ICT requests and supporting technology or office equipment needs
• Providing general administrative support and assisting with wider organisational tasks

Ngā painga - What we offer:

• A warm, diverse and inclusive team environment
• Ongoing training and professional development
• A rewarding opportunity to make a difference in the lives of tangata whaiora and their whānau
• A valued role in a community-based mental health setting

Working at Health New Zealand

Health New Zealand | Te Whatu Ora is 'the weaving of wellness'. We're dedicated to ensuring excellent healthcare for the people of Aotearoa/New Zealand. Our people are at the heart of everything we do. Health New Zealand are committed to being good employers and honouring our equal employment opportunity obligations. We embrace diversity and welcome application from all people, including all gender identities, ages, ethnicities, sexual orientations, and disability. A workforce that is diverse and inclusive means that we are better positioned to understand and service our community. We are pro-equity health organisation, with a particular focus on Māori, Pacific Peoples, and the Disability Community.