Service Booking Administrator

New Zealand Government; Southland; On-site; NZD 77,000 - 80,000; Full time

Job summary

Health New Zealand | Te Whatu Ora Southern is seeking a Service Booking Administrator in Southland to provide essential booking and administrative support in a busy clinical environment. You will manage referrals, appointments, waitlists and patient information to ensure timely access to care.

The role requires strong organisational skills, attention to detail and a patient-focused approach, with collaboration across clinical and administrative teams.

Qualifications

• At least two years' administrative experience.
• Minimum NCEA Level 2.
• Excellent computer skills: Word, Excel and Outlook.
• Strong literacy, numeracy and organisational skills.
• Excellent verbal and written communication skills.
• Ability to manage competing priorities and work accurately within required timeframes.
• Strong patient and customer focus, with respectful communication with patients and whānau.
• Collaborative team player with initiative and accountability.
• Commitment to privacy and confidentiality when handling personal information.
• Understanding of Te Tiriti o Waitangi in practice.
• Experience in health sector advantageous.

Responsibilities

• Process referrals and ensure patient information and documents are complete and accurate.
• Book and coordinate patient appointments, tests and follow-up care.
• Manage waitlists and monitor patient progression within timeframes.
• Process appointment changes and communicate details to patients, GPs and stakeholders.
• Manage billing, invoices and credit notes for occupational testing and equipment loans.
• Maintain accurate patient information and update the patient administration system.
• Coordinate follow-up care, investigations, tests and scans as required.
• Respond to enquiries via phone and email from patients, whānau and colleagues.
• Provide cross-cover and support to other services during periods of leave or increased workload.
• Identify opportunities to improve services, systems and workflows.

Skills

Administrative experience

Microsoft Word

Microsoft Excel

Outlook

Communication skills

Organisational skills

Education

NCEA Level 2

Tools

MS Office

Job description

About the role

Service Booking Administrator Clinical Administration Southland Fixed term, Full Time Salary Band $ 76,705 - $79,925 pro rata depending on experience 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.

Are you an organised administrator who enjoys working in a busy, patient-focused environment where your attention to detail and ability to manage competing priorities can make a real difference? We are looking for a Service Booking Administrator to join our Clinical Administration team in Southland. This is a varied role where you will provide essential booking and administrative support, helping ensure patients receive timely access to the care they need. You will work closely with clinical and administrative teams to manage referrals, appointments and waitlists, maintain accurate patient information and ensure patients and whānau are kept informed throughout their healthcare journey. The role includes:

• Processing referrals and ensuring patient information and supporting documentation are complete and accurate.
• Booking and coordinating patient appointments, tests and follow-up care.
• Managing waitlists and monitoring patients to ensure they are progressed within required timeframes.
• Processing appointment changes and communicating appointment details to patients, GPs and other stakeholders.
• Managing billing, invoices and credit notes associated with occupational testing and equipment loans.
• Maintaining accurate patient information and updating the patient administration system.
• Coordinating follow-up care, investigations, tests and scans as required.
• Responding to enquiries from patients, whānau, colleagues and external stakeholders by phone and email.
• Providing administrative cross-cover and support to other services during periods of leave or increased workload.
• Identifying opportunities to improve services, systems and workflows.

About the Team/Service/Location

The Clinical Administration team provides booking and administrative support to clinicians and patients across Southland. You will work alongside administration, nursing and clinical teams to ensure services run smoothly and patients receive a seamless experience. Based in Southland, you will be part of Health New Zealand | Te Whatu Ora Southern, supporting health services and the communities we serve.

About you

To be successful in this role, you will have:

• At least two years' administrative experience.
• Minimum NCEA Level 2.
• Excellent computer skills, including Microsoft Word, Excel and Outlook.
• Strong literacy, numeracy and organisational skills.
• Excellent verbal and written communication skills.
• The ability to manage competing priorities and work accurately within required timeframes.
• A strong patient and customer focus, with the ability to communicate respectfully and sensitively with patients and whānau.
• The ability to work collaboratively as part of a team while also demonstrating initiative and personal accountability.
• A strong commitment to privacy and confidentiality when handling personal information.
• An understanding of and commitment to Te Tiriti o Waitangi in practice.
• Experience or knowledge of the health sector would be advantageous.

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