Booking Receptionist

Wellington Ultrasound; Wellington; On-site; NZD 45,000 - 60,000; Full time

Job summary

Wellington Ultrasound is seeking a reliable Booking Administrator to join the Newtown team. You will manage patient bookings, referrals and appointment information, delivering a welcoming experience for patients and referrers in a busy healthcare setting.

Ideal candidates are methodical, dependable and keen to follow established processes with a strong eye for detail and accuracy. Training will be provided for the right person, including healthcare environment familiarity.

Qualifications

• Previous experience in administration, reception, bookings or customer service.
• Excellent attention to detail and a high level of accuracy.
• The ability to follow established processes and procedures consistently.
• Strong organisational and time-management skills.
• The ability to remain calm and accurate in a busy environment.
• Strong computer skills and confidence learning new systems.
• Excellent communication and interpersonal skills.
• A professional, friendly and patient-focused manner.
• The ability to work both independently and as part of a team.
• A willingness to ask questions when unsure rather than make assumptions.
• Healthcare experience is advantageous but not essential. We will provide training to the right person.

Responsibilities

• Answering incoming calls and booking appointments accurately and efficiently
• Processing referrals and ensuring all required patient and referral information is correctly entered
• Managing the appointment schedule and coordinating with clinicians and patients
• Checking patient details, appointment information and referral requirements carefully
• Greeting and registering patients and ensuring they are attended to promptly
• Responding to patient and referrer enquiries in a friendly and professional manner
• Maintaining accurate and up-to-date patient records
• Following established administrative and booking processes consistently
• Identifying and escalating issues when information is incomplete or does not follow the required process
• Supporting the wider administration team with general clerical duties as required

Skills

Booking administration

Customer service

Attention to detail

Organisational skills

Computer skills

Job description

We are seeking a reliable, organised and detail-focused Booking Administrator to join our team at Wellington Ultrasound in Newtown.

This is a busy administration role where accuracy, attention to detail and the ability to follow established processes are essential. You will be responsible for managing patient bookings, referrals and appointment information, while providing a professional and welcoming experience for our patients and referrers.

The successful applicant will be someone who takes pride in getting the details right, can follow processes consistently, and is comfortable working in a busy healthcare environment where accuracy matters.

What you'll be doing:

Answering incoming calls and booking appointments accurately and efficiently

Processing referrals and ensuring all required patient and referral information is correctly entered

Managing the appointment schedule and coordinating with clinicians and patients

Checking patient details, appointment information and referral requirements carefully

Greeting and registering patients and ensuring they are attended to promptly

Responding to patient and referrer enquiries in a friendly and professional manner

Maintaining accurate and up-to-date patient records

Following established administrative and booking processes consistently

Identifying and escalating issues when information is incomplete or does not follow the required process

Supporting the wider administration team with general clerical duties as required

What we're looking for

We are looking for someone who is methodical, dependable and takes ownership of their work.

You will ideally have:

Previous experience in administration, reception, bookings or customer service

Excellent attention to detail and a high level of accuracy

The ability to follow established processes and procedures consistently

Strong organisational and time-management skills

The ability to remain calm and accurate in a busy environment

Strong computer skills and confidence learning new systems

Excellent communication and interpersonal skills

A professional, friendly and patient-focused manner

The ability to work both independently and as part of a team

A willingness to ask questions when unsure rather than make assumptions

Healthcare experience is advantageous but not essential. We will provide training to the right person.

What we offer:

At Wellington Ultrasound, we value our people and are committed to providing a supportive and professional working environment.

We offer:

A friendly and supportive team environment

Comprehensive training and ongoing support

The opportunity to develop your skills within a respected healthcare organisation

A varied and interesting role within a busy clinical environment

About Wellington Ultrasound

Wellington Ultrasound is a locally owned leading provider of diagnostic ultrasound services in the Wellington region.

Our team of experienced clinicians provides high-quality diagnostic imaging across obstetric, general, pelvic, vascular and musculoskeletal ultrasound.

We pride ourselves on providing high-quality clinical care alongside a positive experience for our patients and referrers. Our administration team plays an important role in making this happen.

If this sounds like you...

If you are organised, conscientious and take pride in getting things right, we'd love to hear from you.