Administrator – Wellington Child Adolescent Mental Health Service

Location:  Wellington City

Contract:  Full Time, Fixed Term 12 months, Monday-Friday 830am-5pm

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. 

Are you enthusiastic about your profession? Seeking a new challenge? We have an opportunity for you in the the heart of beautiful Wellington City. 

About the Role 

An opportunity has arisen for an enthusiastic person with passion and commitment to join our diverse mental health administration teams.

You will be at the forefront of all our client and visitor interactions, so it is important you are friendly, approachable, and have a natural ability to make our clients and visitors feel at ease.

The successful person will be required to undertake duties associated with the administration of our service, primarily in the reception area.  This role encompasses many different tasks so training will be given to assist in the development and enhancement of skills and knowledge required.  The role requires you to have the ability to multitask, prioritise and adhere to deadlines, all while remaining calm and keeping a sense of humour.  A friendly disposition and willingness to learn is essential while previous office experience is desirable.  You will be joining a team of 5 other administrators. 

Duties

Ultimately, the administrator’s duties and responsibilities are to ensure the front desk welcomes guests positively, and executes all administrative tasks to the highest quality standards.  You will be responsible for a range of activities ranging across assisting our clients and visitors with their enquiries, both over the phone and in person, generating and confirming appointment bookings for our doctors/clinicians, processing referrals and other administrative duties as required. 

• Greeting & welcoming clients and visitors, in person or on the telephone and directing them appropriately. 
• Reception duties whilst maintaining a safe, clean, welcoming reception and waiting room environment 
• Management of all fleet vehicles maintenance and mandatory services
• Receive, sort and distribute daily mail/deliveries
• Update calendars, schedule appointments and processing appointment letters.
• Order office supplies and keep inventory of stock
• Offering administrative support across the organisation.
• Perform other administration duties such as filing, photocopying, etc
• Access and update patient information systems
• Admin Support to CAMHS/ Te Roopu Kaitiaki Teams
• Assist in management of fleet vehicles and room bookings
• Typing, filing and general office duties
• And more

About the Team/Service 

This is an exciting opportunity to join a dedicated administration team who support four specialty Mental Health teams - Child and Adolescent Mental Health Service (CAMHS), Te Roopu Kaitiaki, Early Intervention Service (EIS) and Specialist Maternal Mental Health (SMMH) at Te Whare Tipu in Mt Victoria, Wellington.

You will be working for are CAMHS (0.7FTE), and Te Roopu Kaitiaki (0.3FTE), all administrators support all teams and share tasks across the services. 

We are a busy hub of activity with people of all ages, wellness levels, and cultures accessing our mental health services. Confidentiality, warmth and kindness is a must in this busy environment both for the staff and clients, and the families we serve. 

We value a strong team culture of collaborative practice, openness, support, humour, warmth, valuing peoples experience and ideas, caring and connecting together, integrity and respect across all disciplines.

About you 

We are looking to employ a warm, friendly, organised, confident administrator who has excellent customer service skills and is experienced in working with a variety of demands and within a busy team environment. If this is you then this role is for you! The role requires you to work on reception and provide public facing work. 

Most important is your warm, engaging, hardworking style, bringing out the best in others. As the successful candidate, your multi-tasking and prioritising skills are going to come in handy. You will have excellent interpersonal skills, a strong personable focus and the ability to work calmly in a busy environment.

Skills & Experience

• Microsoft office suite (Outlook, Excel, Word)
• Customer focussed
• Strong communicator
• Attention to detail
• Able to prioritise /manage a busy workload
• Excellent customer service skills
• Exceptional attention to detail
• Strong typing and computer skills – Microsoft Word, Outlook and Excel, Winscribe
• The ability to work well in a team
• Strong multi-tasking skills and be able to work well under pressure
• Excellent verbal and written communication skills, and effective time management techniques.
• Excellent prioritisation and administration skills
• Solution focused 
• NZ Driver's License

Working at Health New Zealand 

Health New Zealand | Te Whatu Ora is ‘the weaving of wellness’. We're dedicated to ensuring excellent healthcare for the people of Aotearoa/New Zealand. 

Our people are at the heart of everything we do. Health New Zealand are committed to being good employers and honouring our equal employment opportunity obligations. We embrace diversity and welcome application from all people, including all gender identities, ages, ethnicities, sexual orientations, and disability. A workforce that is diverse and inclusive means that we are better positioned to understand and service our community. We are pro-equity health organisation, with a particular focus on Māori, Pacific Peoples, and the Disability Community. 

How to Apply 

To apply please click “apply now.” All applications must be submitted through our online careers’ portal. If you have any questions about the role, please contact shelly.alexander@tewhatuora.govt.nz

We will review applications as received and may proceed with the recruitment process, before the closing date of this advertisement.