Medical Secretary

Eye Institute; Auckland; On-site; NZD 33,000 - 44,000; Part time

Benefits offered by this job

Free day of leave on your birthday

Discounted health insurance

Employee Referral Bonus

Daily fresh fruit and snacks

Close down period during Christmas and

New Year

Job summary

Eye Institute in Auckland is seeking an experienced Medical Secretary to join our busy ophthalmology practice and support clinicians, patients, and the wider team. The role is on site at Remuera, with occasional travel to Northcote, 28 hours per week, primarily Tue, Thu, Fri between 7:00 am and 5:30 pm.

You will coordinate referrals, bookings, and patient communications to ensure smooth clinic and theatre operations.

Qualifications

• Preferably some experience as a medical secretary or in healthcare administration.
• Strong organisational skills with the ability to juggle multiple priorities.
• Excellent attention to detail and a high level of accuracy.
• Confidence using MS Office and healthcare systems.
• A proactive, adaptable, and solutions-focused mindset.
• The ability to work both independently and as part of a close-knit team.
• A genuine commitment to patient care, confidentiality, and professionalism.

Responsibilities

• Provide a welcoming, professional, and compassionate experience for patients.
• Manage incoming referrals and coordinate clinic, surgery, and post-operative bookings.
• Prepare clinics and theatre lists, including insurance approvals, appointment confirmations, patient communications, and file preparation.
• Liaise with clinicians, anaesthetists, technicians, and other internal and external stakeholders.
• Respond promptly to phone and email enquiries, including urgent requests.
• Maintain accurate and complete patient records in our patient management system.
• Support patient invoicing, payments, insurance, and ACC claims.
• Assist with prescription requests, pathology follow-ups, and patient documentation.
• Contribute to a positive team culture and support continuous improvement across our services.

Skills

Medical secretary

Organisational skills

Attention to detail

MS Office

Healthcare systems

Proactive mindset

Teamwork

Patient confidentiality

Job description

At Eye Institute, our Medical Secretaries play a vital role in delivering exceptional care and service to our patients. We are looking for an experienced, organised, and patient‑focused Medical Secretary to join our busy ophthalmology practice and support our clinicians, patients, and wider team.

About the role

This is a varied and fast‑paced role. You will be central to the smooth running of clinics and theatres, providing a high level of administrative and secretarial support while ensuring our patients feel informed, supported, and cared for throughout their journey with us. Due to the nature of this role, it requires someone to work on site. You will mainly be based in our Remuera location (very close to Newmarket) but may be required to travel to our Northcote location up to once a week. This role is 28 hours per week. Currently, the key days of work will be Tuesday, Thursday and Friday and you will need to be able to work hours between 7.00 am and 5.30 pm. The remaining hours could be worked on a Monday or a Tuesday.

Key responsibilities

In this role, you will:

Provide a welcoming, professional, and compassionate experience for patients

Manage incoming referrals and coordinate clinic, surgery, and post‑operative bookings

Prepare clinics and theatre lists, including insurance approvals, appointment confirmations, patient communications, and file preparation

Liaise with clinicians, anaesthetists, technicians, and other internal and external stakeholders

Respond promptly to phone and email enquiries, including urgent requests

Maintain accurate and complete patient records in our patient management system

Support patient invoicing, payments, insurance, and ACC claims

Assist with prescription requests, pathology follow‑ups, and patient documentation

Contribute to a positive team culture and support continuous improvement across our services

About you

You’ll bring:

Preferably you will bring some experience as a medical secretary or in healthcare administration

Strong organisational skills with the ability to juggle multiple priorities

Excellent attention to detail and a high level of accuracy

Confidence using MS Office and healthcare systems

A proactive, adaptable, and solutions‑focused mindset

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

A genuine commitment to patient care, confidentiality, and professionalism

Why join Eye Institute?

Be part of a highly regarded specialist healthcare organisation

Work with a supportive, collaborative, and values‑driven team

Make a meaningful difference to patients’ experiences every day

Enjoy a role that offers variety, responsibility, and opportunities to grow

Eye Institute not only fosters an inclusive and diverse environment, and we have great benefits such as:

Free day of leave on your birthday

Discounted health insurance

Employee Referral Bonus

Daily fresh fruit and snacks

Close down period during Christmas and New Year

Social events and service anniversary celebrations

If you take pride in delivering excellent service and thrive in a busy clinical environment, we’d love to hear from you.

Please apply through Seek by sending your CV with a cover letter, outlining your suitability and reasons for interest in this role, along with how many hours of work you are looking for and your availability.

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Which of the following statements best describes your right to work in New Zealand? How many years' experience do you have as a medical secretary? Do you have experience in administration? Which of the following Microsoft Office products are you experienced with? What's your expected annual base salary? How many hours are you available to work per week?

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