Clinical Records Administrator

JobSpace; Christchurch; On-site; NZD 52,000 - 68,000; Full time

Job summary

Health New Zealand | Te Whatu Ora is seeking an organised administrative professional to manage day-to-day clinical records, supporting clinical teams to access information while maintaining required standards.

Role covers handling paper and electronic records, digitisation preparation, and ensuring timely, accurate file management. This permanent position emphasizes confidentiality, teamwork, and delivering quality patient outcomes across hospital services.

Qualifications

• Highly organised, accurate, and able to manage competing priorities in a busy environment.
• Advanced Microsoft Excel skills.
• Experience with Waitaha Canterbury patient management systems.
• Experience working with clinical records or health information.
• Strong attention to detail and problem-solving ability.
• A strong customer service focus and commitment to quality patient outcomes.
• Good written, verbal, and interpersonal communication skills.
• The ability to work independently and meet established deadlines.
• A positive and collaborative approach to working as part of a team.
• The ability to maintain confidentiality and handle sensitive health information appropriately.

Responsibilities

• Managing requests for health information required for clinical care, including paper and electronic records.
• Tracking and locating clinical records and ensuring they are delivered to the appropriate location.
• Identifying records requiring clinical coding and forwarding them to the Clinical Coding Unit.
• Creating new clinical files and maintaining records in accordance with established clinical record formats.
• Filing loose clinical documentation accurately and ensuring records are complete and well organised.
• Repairing or replacing damaged or deficient clinical record covers and volumising records as required.
• Preparing patient documents for digitisation and scanning records within required timeframes.
• Ensuring scanned documents meet agreed quality and digitisation standards.
• Processing and distributing incoming correspondence promptly and accurately.
• Providing professional and courteous communication with hospital staff and other stakeholders.
• Maintaining a strong customer service focus and contributing to positive patient outcomes.
• Keeping up to date with changes in clinical records management, departmental procedures, and policies.
• Supporting the review and development of processes, procedures, and guidelines.
• Working collaboratively with team members and other hospital staff to achieve service objectives.
• Prioritising your own workload while providing assistance and support to colleagues when required.

Skills

Attention to detail

Problem solving

Customer service

Written communication

Verbal communication

Independent work

Teamwork

Confidentiality

Adaptability

Data analysis

Analytical skills

Tools

Excel

Waitaha Canterbury patient management systems

Job description

Jora New Zealand will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

About the Role

You will be responsible for the day-to-day management and processing of clinical records, supporting clinical teams to access the information they need while ensuring records are maintained to required standards.

As part of the Administration and Clerical Pay Equity Claim settlement this role has been mapped to National Band 3/Profile 3 (final placement step is dependent on skills, knowledge and experience)

Key responsibilities include:

• Managing requests for health information required for clinical care, including paper and electronic records.
• Tracking and locating clinical records and ensuring they are delivered to the appropriate location.
• Identifying records requiring clinical coding and forwarding them to the Clinical Coding Unit.
• Creating new clinical files and maintaining records in accordance with established clinical record formats.
• Filing loose clinical documentation accurately and ensuring records are complete and well organised.
• Repairing or replacing damaged or deficient clinical record covers and volumising records as required.
• Preparing patient documents for digitisation and scanning records within required timeframes.
• Ensuring scanned documents meet agreed quality and digitisation standards.
• Processing and distributing incoming correspondence promptly and accurately.
• Providing professional and courteous communication with hospital staff and other stakeholders.
• Maintaining a strong customer service focus and contributing to positive patient outcomes.
• Keeping up to date with changes in clinical records management, departmental procedures, and policies.
• Supporting the review and development of processes, procedures, and guidelines.
• Working collaboratively with team members and other hospital staff to achieve service objectives.
• Prioritising your own workload while providing assistance and support to colleagues when required.

About You

We are looking for someone who is highly organised, accurate, and able to manage competing priorities in a busy environment.

You will bring:

• Strong attention to detail and accuracy.
• A high level of problem-solving ability.
• A strong customer service focus and commitment to quality patient outcomes.
• Good written, verbal, and interpersonal communication skills.
• The ability to work independently and meet established deadlines.
• A positive and collaborative approach to working as part of a team.
• The ability to maintain confidentiality and handle sensitive health information appropriately.
• A willingness to learn and keep up to date with clinical records processes and systems.
• Advanced Microsoft Excel skills.
• Experience with Waitaha Canterbury patient management systems.
• Experience working with clinical records or health information.
• Strong analytical and influencing skills.
• Experience identifying and resolving data integrity issues.
• Previous experience working within a healthcare or hospital environment.

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.

Job details

Job Reference: PC4509825

Location: South Island - Canterbury - Christchurch

Job type: Permanent Full time

Expertise: Non-Clinical - Administration