Senior Administrator

Te Whatu Ora - Health New Zealand; Auckland; On-site; NZD 80,000 - 110,000; Full time

Job summary

Health New Zealand | Te Whatu Ora is seeking a seasoned Senior Administrator to join the Digital Services’ Business Services Support team. You will provide strategic administration, coordinate complex calendars and lead process improvements across national operations.

The role focuses on governance, documentation, reporting, and ensuring service delivery quality. You will support Directors and leadership teams, collaborate across teams, and help strengthen operational resilience.

Qualifications

• 5+ years' experience in senior administration, business support or operational coordination within a large or complex organisation.
• Experience supporting senior leaders or leadership teams, including managing complex calendars, meetings, priorities and stakeholder requirements.
• Experience taking ownership of administrative processes, including implementation, monitoring, quality assurance and continuous improvement.
• Experience providing functional leadership, guidance or coaching to colleagues, including influencing others without direct line-management authority.
• Experience resolving non-routine operational issues using sound judgement and a practical understanding of organisational policies and procedures.
• Experience in financial, procurement or commercial administration, including an understanding of controls, reconciliations, reporting and process compliance.
• Experience coordinating reporting processes, agendas, papers, minutes, action registers or leadership reporting.
• Experience developing and maintaining SOPs, process documentation, registers and reports.
• Advanced proficiency in Microsoft 365 applications, particularly Excel, including analysing and reconciling data, producing reports and presenting information to support operational decision-making.
• Excellent written and verbal communication skills, with the ability to manage confidential and commercially sensitive information appropriately.

Responsibilities

• Provide practical guidance and support to Team Coordinators, Team Administrators and colleagues to coordinate workflows and maintain service standards.
• Own and monitor agreed business administration processes, identify opportunities for improvement, and ensure timeliness and quality.
• Provide senior administrative support to Digital Services Directors and leadership teams, including complex calendars, meetings, reporting and documentation.
• Support financial and procurement administration, travel coordination, workplace and facilities activities, and resolution of operational issues.
• Provide experienced, hands-on administrative support across Executive Assistant, Team Coordinator and Team Administrator functions, including during leave or peak periods.

Skills

Senior administration

Operational coordination

Calendar management

Process improvement

Stakeholder management

Finance & procurement admin

SOPs & documentation

Microsoft 365

Confidential information handling

Education

Business administration qualification or equivalent

Tools

Microsoft 365

Excel

Job description

Health New Zealand | Te Whatu Ora is firmly grounded in the principles of Te Tiriti o Waitangi and is dedicated to serving all New Zealanders. Through integration and collaboration, we're building a health system underpinned by partnership, equity, sustainability, whānau-centred care, and excellence.

About the Role

We are looking for an experienced and proactive Senior Administrator to join our Business Services Support team within Digital Services.

This is a varied senior administration and operational coordination role with a strong focus on functional leadership, process improvement and service delivery. Working closely with the National Business Manager, you will help ensure business administration processes are well documented, consistently applied and operating effectively across the team.

Key responsibilities include:

• Providing practical guidance and support to Team Coordinators, Team Administrators and colleagues, helping coordinate workflows and maintain consistent service standards.
• Taking ownership of agreed business administration processes, monitoring quality and timeliness, and identifying opportunities for improvement.
• Providing senior administrative support to Digital Services Directors and leadership teams, including coordinating complex calendars, meetings, workshops, reporting and documentation.
• Supporting financial and procurement administration, travel coordination, workplace and facilities activities, and the resolution of operational issues.
• Providing experienced, hands‑on administrative support across Executive Assistant, Team Coordinator and Team Administrator functions, including during leave, vacancies and periods of increased demand.

This is an opportunity to use your judgement, organisational skills and experience to strengthen operational delivery and make a meaningful contribution to Digital Services across Aotearoa New Zealand.

About the Team/Service/Location

The Senior Administrator is part of the Business Services Support team within Digital Services and reports to the National Business Manager.

Business Services Support provides national administrative and operational support to Digital Services Directors, leadership teams and the wider Digital Services function. The team supports a range of activities, including executive and administrative coordination, finance and procurement administration, reporting, workplace and facilities coordination, and other essential business support services.

Working collaboratively with Executive Assistants, Team Coordinators and Team Administrators, you will help maintain consistent ways of working, strengthen operational resilience and identify opportunities to improve service delivery.

This role can be based in Hamilton or Auckland.

About You

You are an experienced senior administrator or business support professional who enjoys taking ownership, improving processes and helping others work effectively. You are comfortable operating in a complex environment, balancing competing priorities and using sound judgement to resolve issues.

You bring a practical, solutions-focused approach and can confidently provide guidance to colleagues, coordinate workflows and maintain strong working relationships across different teams and levels of an organisation.

You are also confident working with sensitive information, financial and operational data, and reporting requirements. You understand the importance of reliable processes, clear documentation and timely follow-up, and you are always looking for ways to make things work better.

Skills and Experience

You'll ideally have:

• 5 plus years' experience in senior administration, business support or operational coordination within a large or complex organisation, with demonstrated expertise across a broad range of administrative functions
• Demonstrated experience supporting senior leaders or leadership teams, including managing complex calendars, meetings, priorities and stakeholder requirements
• Experience taking ownership of administrative processes, including implementation, monitoring, quality assurance and continuous improvement
• Experience providing functional leadership, guidance or coaching to colleagues, including influencing others without direct line-management authority
• Experience resolving non-routine operational issues using sound judgement and a practical understanding of organisational policies and procedures
• Experience in financial, procurement or commercial administration, including an understanding of controls, reconciliations, reporting and process compliance
• Experience coordinating reporting processes, agendas, papers, minutes, action registers or leadership reportingExperience developing and maintaining standard operating procedures (SOPs), process documentation, registers, reports and other operational controls
• Advanced proficiency in Microsoft 365 applications, particularly Excel, including analysing and reconciling data, producing reports and presenting information to support operational decision-making.
• Excellent written and verbal communication skills, with the ability to manage confidential and commercially sensitive information appropriately

A relevant business administration, management or operational qualification, or equivalent experience, would be an advantage. Experience in health, digital/technology, the public sector or another complex service environment would also be beneficial.

What You Will Bring

• A proactive approach to coordinating work, solving problems and delivering results
• Demonstrated ability to work independently, take initiative, exercise sound judgement and resolve complex operational issues with minimal supervision, escalating matters appropriately.
• The ability to provide practical guidance and support to colleagues, helping maintain consistent processes and service standards
• Strong organisational skills, sound judgement and the ability to manage competing priorities
• A commitment to accuracy, accountability and continuous improvement
• The confidence to identify issues, work through solutions and escalating matters when appropriate
• Strong relationship-building skills and a collaborative approach to working across teams

We're looking for someone who is committed to being a good Te Tiriti partner by applying Te Tiriti principles in a meaningful way. You'll also bring competency in te ao Māori, tikanga and Te Reo Māori, or a commitment to taking ownership of your learning and development.

Working for Health New Zealand

Health New Zealand | Te Whatu Ora is dedicated to ensuring excellent healthcare for the people of Aotearoa New Zealand. Our people are at the heart of everything we do, and we are committed to building an inclusive workplace where everyone can contribute, grow and make a difference.

We are committed to improving equity in health outcomes and ensuring our services are responsive to the needs of the communities we serve.

Our Commitment to Equity, Diversity and Inclusion

We want to see the real you in your application and welcome the real you on board if you come and work with us. Skills are gained across many areas of our lives, not just in formal employment. If you can demonstrate the skills listed in this advertisement, but your experience was gained through whānau life, community or mahi aroha (volunteering), we encourage you to apply and share your story with us.

We particularly welcome applications from our diverse Māori, Pacific, disabled and rainbow communities.

If you have any questions about the role, please contact Ash Mohan at [e-mail] from the Recruitment team.

Job details

Job Reference:

Job Reference: HNZ/1952553

Location:

North Island - Auckland - All values

North Island - Waikato - Hamilton

Job type:

Job type: Permanent Full time

Expertise:

Non-clinical - Administration - Administration