Medical Administrator

Well Women & Family Trust; Albert-Eden; Sur place; NZD 60 000 - 70 000; Plein temps

Résumé du poste

Well Women and Family is seeking a Medical Administrator to support St Lukes and community clinics. You will be a welcoming administrative contact, ensuring a culturally safe and professional experience for patients and whānau.

Working with clinical staff and Health Promoters, you’ll manage bookings, patient records and day-to-day processes to keep clinics running smoothly. You’ll coordinate referrals, banking in Medtech and daily checks, while maintaining records and providing backup for

Qualifications

• Hands-on experience using Medtech is essential.
• Experience in medical reception, health administration or a busy client-service environment is desirable.
• Strong communication and organisational skills are required.

Responsabilités

• Provide welcoming reception and patient administration across clinics, including enquiries, check-in and payments.
• Coordinate bookings, clinic arrangements and follow-up with clinical staff and Health Promoters.
• Maintain patient, booking and clinic information in Medtech and complete daily administration checks.
• Reconcile and record daily banking in Medtech and report discrepancies promptly.
• Receive, record and monitor referrals and follow up outstanding actions.
• Keep clinics organised by coordinating supplies and resources.
• Complete routine clinic and office health and safety checks and report hazards.
• Prepare approved clinic advertisements, newsletters and social media updates using branding guidelines.
• Maintain clear records and provide backup for essential administration duties.
• Provide cover for Health Promoter duties when required, including transportation to appointments.

Connaissances

Organised

Communication

Attention to detail

Confidentiality

Time management

Outils

Medtech

Microsoft 365

Description du poste

Well Women and Family is looking for a Medical Administrator to support our St Lukes and community clinics. You’ll be a key administration contact, helping provide a welcoming, culturally safe and professional experience for patients and whānau.

Working closely with clinical staff, Health Promoters and the administration team, you’ll coordinate bookings, patient records, referrals and the day-to-day processes that help our clinics run smoothly.

Key responsibilities

Provide welcoming reception and patient administration across St Lukes and community clinics, including enquiries, check-in and payments.

Coordinate bookings, clinic arrangements and follow-up, working with clinical staff and Health Promoters to organise approved patient support.

Maintain accurate patient, booking and clinic information in Medtech, and complete daily clinic administration checks.

Reconcile and close daily banking in Medtech, reporting differences or unresolved items promptly.

Receive, record and monitor referrals using agreed processes, following up outstanding actions and escalating delays or risks.

Keep clinics organised and ready to run by coordinating approved supplies, patient information and clinic resources.

Complete allocated routine clinic, office and vehicle health and safety checks, retain records of completed checks, and promptly report hazards, incidents or equipment concerns.

Prepare and share approved clinic advertisements, newsletters and regular social media updates using agreed information and branding.

Maintain clear records and handovers, and provide agreed backup for essential administration duties.

When required, provide agreed cover for appropriate Health Promoter duties, including driving patients to appointments and accompanying staff on home visits, subject to training, authorisation and the organisation’s safety procedures.

About you

You’re organised, accurate and comfortable managing competing priorities across St Lukes and community clinics. You communicate clearly and respectfully with patients, whānau, colleagues and external contacts, and handle confidential information with care.

Previous hands‑on experience using Medtech is essential. You’ll be confident managing patient records, appointments and daily clinic administration in the system. Experience in medical reception, health administration or a busy client‑service environment is desirable.

You’ll also bring:

Confidence using Microsoft 365, email, spreadsheets and shared filing systems.

Strong attention to detail when managing bookings, payments, referrals and daily checks.

A calm, professional approach and a willingness to support colleagues.

A commitment to culturally safe service, Te Tiriti o Waitangi and equitable health outcomes for Māori.

About us

Well Women and Family is guided by its vision and strategic framework. We work to provide respectful, accessible services and achieve equitable health outcomes for Māori.