Executive Assistant Hospital and Specialist Services

JobSpace; New Plymouth; On-site; NZD 65,000 - 90,000; Full time

Job summary

Health New Zealand | Te Whatu Ora is seeking an Executive Assistant to provide governance and administrative support to Hospital & Specialist Services at Taranaki Base Hospital, New Plymouth. You will manage calendars, prepare agendas and minutes, and coordinate travel while maintaining confidential, professional communication with stakeholders.

The role emphasizes reliability, discretion, and a proactive approach to supporting senior leaders and governance processes in a dynamic health service

Responsibilities

• Provide high-quality secretarial and administrative support for Hospital & Specialist Services governance requirements.
• Coordinate and manage calendars for key governance meetings, including Safe Staffing, Clinical Governance (Patient, Safety & Quality), and Grand Round.
• Deliver full meeting administration: prepare agendas, take accurate minutes, and track completion of actions within agreed timeframes.
• Respond to service queries by providing accurate information and resources as required.
• Maintain professional communication and liaison with internal and external stakeholders.
• Arrange and book online travel for HSS staff.
• Prepare reports, documents, and presentations to a high standard.
• Maintain efficient and well-organised office systems to support smooth operations.
• Assist with adhoc tasks and project work as needed.
• Support the collation of reporting required for internal stakeholders and external agencies.
• Meet commitments and deadlines with reliability and a strong customer-service focus.

Job description

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Executive Assistant Hospital and Specialist Services

Executive Assistant Hospital And Specialist Services

Health New Zealand | Te Whatu Ora is firmly grounded in the principles of Te Tiriti o Waitangi and is committed to building a health system that serves all New Zealanders.

About the role

We are seeking a highly organised and proactive Executive Assistant to provide essential administrative and governance support for Hospital & Specialist Services (H&SS). In this role, you will help ensure key governance functions run smoothly, including Safe Staffing, Clinical Governance (Patient, Safety and Quality), and Grand Round.

You will coordinate calendars, schedule meetings, prepare agendas, take accurate minutes, and track actions through to completion. You will respond to service queries, maintain professional communication with internal and external stakeholders, and prepare travel bookings for H&SS staff. Your work will include producing documents and presentations that meet the standard of Health New Zealand Taranakis style guide standards, maintaining efficient office systems, supporting internal and external reporting requirements, and assisting with adhoc tasks or project work.

This role plays a vital part in supporting highquality service delivery. You will uphold the Health New Zealand Code of Conduct, respect privacy and confidentiality, and contribute to a responsive, professional, and culturally safe environment.

Key responsibilities of the role

• Provide highquality secretarial and administrative support for Hospital & Specialist Services governance requirements.
• Coordinate and manage calendars for key governance meetings, including Safe Staffing, Clinical Governance (Patient, Safety & Quality), and Grand Round.
• Deliver full meeting administration: prepare agendas, take accurate minutes, and track completion of actions within agreed timeframes.
• Respond to service queries by providing accurate information and resources as required.
• Maintain professional communication and liaison with internal and external stakeholders.
• Arrange and book online travel for H&SS staff.
• Prepare reports, documents, and presentations to a high standard.
• Maintain efficient and wellorganised office systems to support smooth operations.
• Assist with adhoc tasks and project work as needed.
• Support the collation of reporting required for internal stakeholders and external agencies.
• Meet commitments and deadlines with reliability and a strong customerservice focus.

This is a fantastic opportunity to play a key role at the executive level, supporting impactful work across the health system and working closely with senior leaders in a dynamic, purpose-driven environment.

About the Team/Service/Location

Taranaki Base Hospital, located in New Plymouth, is the largest healthcare facility in the Taranaki region and serves as the hub for a wide range of medical and surgical services. Managed by Health New Zealand | Taranaki, the hospital provides emergency, maternity, mental health, oncology, and specialist outpatient care. It is also a teaching hospital, supporting the development of future healthcare professionals through student placements and clinical training.

Complementing Base Hospital, Hāwera Hospital provides inpatient care, maternity services, a 24-hour emergency department, and a range of outpatient, community, and specialist services for South Taranaki.

Together, these facilities deliver high-quality, patient-centred care and play a vital role in meeting the growing healthcare needs of the Taranaki region. To hear more about our culture visit our careers page.

Taranaki boasts some of New Zealands most iconic natural landscapes like Mt Taranaki and many adventure activities. The rugged and wild coastline is home to more than 12 world-class surf breaks. Taranaki is a place where you can ski and surf in the same day. For a more relaxing experience, there are many walks (bush, coastal or mountain) as well as art trails, festivals and award-winning museums and galleries and a thriving café culture.

About you

You are a reliable and highly organized administrator with strong attention to detail and a commitment to delivering highquality support. You thrive in busy environments, manage multiple priorities with ease, and consistently meet deadlines. You communicate clearly, build positive working relationships, and maintain professionalism and discretion at all times.

You bring confidence in coordinating meetings, preparing documentation, and maintaining accurate records. You respond promptly to requests, follow through on commitments, and take pride in supporting effective governance processes. Your reliability, responsiveness, and ability to anticipate needs make you a valued member of the H&SS Team.

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.

Whilst Health New Zealand is undergoing change, affected employees will be given preference and priority for this position.

Job details

Job Reference: - TAR06835

Location: - North Island - Taranaki - New Plymouth

Job type: - Permanent Full time

Expertise: - Non-clinical - Administration