Personal Assistant

Alpha Recruitment; Auckland; On-site; NZD 39,000 - 55,000; Full time

Job summary

Alpha Recruitment – Auckland, North Island is seeking an experienced Personal Assistant or Team Administrator to support two senior Service Managers in a busy public health organisation based in Manukau.

ASAP start for an initial 3-month temporary assignment, with potential to be extended. You will handle high-level administrative tasks, manage diaries, arrange travel, support recruitment, and assist with monthly reporting in a fast-paced healthcare environment.

Qualifications

• Previous experience in an administrative, PA or secretarial role within the public health sector (essential).
• Proven experience supporting senior managers or executives.
• Strong diary management and coordination experience.
• Advanced Microsoft Office skills, including Outlook, Word, Excel and PowerPoint.
• Excellent written communication skills with the ability to edit documents for grammar, accuracy and presentation.
• Exceptional organisational skills with a high level of attention to detail.
• Strong analytical and problem-solving abilities.
• Outstanding time management and the ability to prioritise competing deadlines.
• The ability to work autonomously while also being a supportive team member.
• Confidence working within a Windows-based environment and adapting to multiple internal systems.

Responsibilities

• Provide high-level administrative and secretarial support to two senior Service Managers.
• Manage complex diaries, coordinate travel, meetings, workshops and appointments.
• Prepare meeting agendas, organise logistics and take minutes.
• Support recruitment and onboarding processes for new staff.
• Provide administrative support to Senior Medical Officers and senior nursing staff.
• Process invoices, receipting and requisitions using FPIM (approx. 20 suppliers per month).
• Verify outsourced patient documentation and upload operative notes prior to invoice payment.
• Enter leave requests into payroll system and maintain leave planners.
• Order catering, stationery, flowers and other office supplies.
• Arrange system access and onboarding requirements for new medical staff.
• Process staff expense claims and assist with monthly reporting.

Skills

Diary management

Communication skills

Analytical thinking

Time management

Autonomous work

Team player

Attention to detail

Tools

Microsoft Office Suite

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.

Alpha Recruitment – Auckland, North Island

Are you an experienced Personal Assistant or Team Administrator with experience working in the public health sector?

We're looking for a highly organised and proactive administrator to provide essential support to two senior Service Managers within a busy healthcare organisation based in Manukau.

This is an excellent opportunity to join a collaborative team in a fast-paced environment where your exceptional organisational skills and attention to detail will make a real difference.

This is an ASAP start for an initial 3-month temporary assignment, with the potential to be extended.

About the Role

Reporting to two senior Service Managers, you'll provide high-level administrative and secretarial support while ensuring the smooth day-to-day operation of the service. You'll work closely with senior medical staff, nurses, and internal stakeholders, managing a varied workload and juggling competing priorities with confidence.

Key Responsibilities

• Provide comprehensive PA and administrative support to two Service Managers.
• Manage complex diaries, coordinate travel arrangements, meetings, workshops, and appointments.
• Prepare meeting agendas, organise meeting logistics, and take accurate minutes.
• Support recruitment and onboarding processes for new staff.
• Provide administrative support to Senior Medical Officers (SMOs) and senior nursing staff.
• Process invoices, receipting and requisitions using FPIM (approximately 20 suppliers per month).
• Verify outsourced patient documentation, ensuring operative notes are uploaded prior to invoice payment using the Clinical Portal.
• Process outsourcing documentation as required.
• Enter leave requests into the payroll system and maintain leave planners.
• Order catering, stationery, flowers, and other office supplies.
• Arrange system access and onboarding requirements for new medical staff.
• Process staff expense claims.
• Assist with monthly reporting, including additional duty claims and locum reporting.
• Provide general administrative support and assist with ad hoc projects as required.

To be successful in this role you'll bring:

• Previous experience in an administrative, PA or secretarial role within the public health sector (essential).
• Proven experience supporting senior managers or executives.
• Strong diary management and coordination experience.
• Advanced Microsoft Office skills, including Outlook, Word, Excel and PowerPoint.
• Excellent written communication skills with the ability to edit documents for grammar, accuracy and presentation.
• Exceptional organisational skills with a high level of attention to detail.
• Strong analytical and problem-solving abilities.
• Outstanding time management and the ability to prioritise competing deadlines.
• The ability to work autonomously while also being a supportive team member.
• Confidence working within a Windows-based environment and adapting to multiple internal systems.

If you're an experienced healthcare administrator who can hit the ground running and is available to start immediately, we'd love to hear from you.