Clinical Adminstrator

Tautoko Mai Sexual Harm Support; Tauranga; On-site; NZD 42,000 - 54,000; Part time

Job summary

Tautoko Mai is seeking a Clinical Administrator to join our Tauranga team. This role blends general administration with clinical administration to support referrals, appointments, and first contact with kiritaki, whānau, referrers and other stakeholders.

You will work closely with Frontline Therapeutic Services, provide reception cover, and support the Chief Executive. The position requires empathy for people affected by sexual harm and trauma, and a calm, steady approach.

Qualifications

• Strong general administration experience in health or front-line services.
• Excellent accuracy, data entry and documentation skills.
• Experience handling confidential or sensitive information.
• Experience with client management systems; Medtech Evolution advantageous.
• Ability to recognise risk, distress and escalate appropriately.

Responsibilities

• Enter and manage new referrals in Medtech Evolution and systems.
• Check client details and appointment information for completeness.
• Maintain confidentiality of sensitive clinical information.
• Answer incoming calls calmly and gather needed information.
• Schedule and reschedule clinical appointments and track changes.
• Provide reception cover and extend admin support as needed.
• Support Chief Executive with administrative tasks.

Skills

General administration

Data entry

Communication with distressed people

Trauma-informed communication

Organization & prioritisation

Tools

Medtech Evolution

Microsoft 365

Job description

Jora New Zealand will close on 16th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

Location: Tauranga Moana
Hours: 0.8 FTE, with availability to work until 5.00pm as required by the service
Applications close: 11th October 2026

We reserve the right to close this advertisement early depending on the applicant response, so please do not delay your application.

Who We Are

At Tautoko Mai, we walk alongside individuals, families, whānau and communities affected by sexual and family harm, supporting healing and helping build stronger futures.

Our vision is a future where communities are free from sexual and family harm. We provide specialist therapeutic, medical, crisis support, social work and prevention services across the Bay of Plenty and Waikato.

The Role

We are looking for a Clinical Administrator to join our Tauranga team. This is an important role in a service that deals with serious and sensitive work, but you will be joining a warm, supportive team that genuinely cares about people. The role sits somewhere between general administration and clinical administration, so we need someone with strong core admin skills who can work confidently in a sensitive clinical service environment.

You will provide specialist support across our clinical services, helping referrals, appointments, client information and first contact with kiritaki, whānau, referrers and other stakeholders run smoothly and respectfully.

You will often be working with sensitive information and speaking with people affected by sexual harm and trauma. We are looking for someone who brings steadiness, warmth and common sense: someone who can empathise with people’s experiences while understanding the scope and boundaries of the role. You will need sound judgement around escalation, and the ability to think on your feet without becoming overwhelmed.

The role works closely with our Frontline Therapeutic Services team and the wider organisation. You will also provide reception cover and support the wider administration team when needed, so being approachable, flexible and willing to pitch in will matter.

What You’ll Do

• Enter and manage new referrals accurately in Medtech Evolution and other relevant systems.
• Check that client details, referral information, appointment notes and supporting documents are complete and recorded correctly.
• Manage sensitive clinical and client information carefully and confidentially.
• Act as a first point of contact for incoming calls, including calls from people who may be distressed or finding it difficult to explain what they need.
• Respond calmly, gather the information needed and recognise when a call or concern needs to be escalated.
• Record clear call-back information so the triage coordinator or appropriate clinical team member can respond.
• Schedule and reschedule clinical appointments and keep appointment information up to date.
• Follow up cancellations, changes and other appointment-related actions.
• Work alongside clinical kaimahi to help referrals and appointments move through the service smoothly.
• Maintain accurate records and identify missing information, potential errors or process issues.
• Become highly proficient in Medtech Evolution and use the system effectively to support clinical administration and reporting.
• Provide reception and wider business administration cover when required.
• Provide administrative and coordination support to the Chief Executive as needed, alongside the primary responsibilities of the role.

What You’ll Bring

• Strong general administration experience, with exposure to health, clinical, medical, social service or another specialist front-line environment.
• Excellent accuracy, data entry and documentation skills.
• Experience working with confidential, sensitive or complex information.
• Confidence learning and using client management systems. Experience with Medtech Evolution would be an advantage but not essential.
• Sound judgement and the ability to recognise risk, uncertainty or distress and escalated appropriately.
• Confidence taking difficult calls and communicating calmly with people who may be distressed or heightened.
• An understanding of trauma-informed and non-judgemental communication.
• Knowledge of de-escalation techniques, or previous de-escalation training, would be an advantage.
• Strong organisation and prioritisation skills, including experience managing appointments and competing demands.
• Working knowledge of Microsoft 365, including Outlook, Teams, Word, Excel and SharePoint.
• A clear understanding of professional boundaries and the importance of not providing clinical advice outside the scope of the role.

About You

• Can remain grounded and professional when listening to difficult or sensitive information.
• Is highly accurate and careful when working with information and systems.
• Knows when to ask for help or escal…
• Communicates respectfully and without judgement.
• Is organised, dependable and able to reprioritise when service needs change.
• Works well across different teams and functions.
• Is comfortable supporting reception and general administration when needed while maintaining a clear focus on clinical administration.
• Supports an inclusive and culturally safe workplace, including Tautoko Mai’s commitment to biculturalism and te reo Māori.

Why Tautoko Mai?

At Tautoko Mai, you will join a passionate, down-to-earth multidisciplinary team working to make a real difference for people, whānau and communities.

You will be part of an organisation that values safe and supportive practice, professional development, teamwork and the wellbeing of its people. It is meaningful work, and while it can be serious, you will be surrounded by people who bring care, humour, kindness and commitment to what they do.

For questions about the role, please contact **@tautokomai.co.nz.

Tautoko Mai is committed to equal opportunity and welcomes applications from all backgrounds.