Scheduler Administrator | Christchurch Hospital

Position Overview

Scheduler – Radiology Department, Christchurch Health Campus. Permanent, part‑time 24 hours per week (Monday, Wednesday & Friday 8am‑2:30pm). Must be available to cover for planned and unplanned leave.

Health New Zealand|TeWhatuOra is grounded in the principles of TeTiriti o Waitangi and is committed to building a health system that serves all NewZealanders.

About the Role

As a Scheduler, you will work closely with Team Leaders, Clinical Managers, Clinical Directors, Triaging Clinicians and Business Managers to ensure referrals and appointments are managed in accordance with Health NewZealandWaitahaCanterbury standards and Ministry of Health targets. You will coordinate patient bookings, manage referral workflows, maintain accurate patient information and support efficient service delivery across the Radiology Department.

As part of the Administration and Clerical Pay Equity settlement, this role is mapped to National Band5/Profile5.

Key Responsibilities

• Referral and Appointment Management
  • Manage referrals in accordance with Radiology service guidelines.
  • Enter all patient information accurately and promptly into the appropriate patient management systems.
  • Coordinate urgent referrals to ensure appointments are allocated within required timeframes.
  • Book triaged referrals according to prioritisation determined by radiologists.
  • Schedule appointments and distribute appointment information in line with current policies.
  • Monitor patient bookings to ensure compliance with departmental and Ministry of Health targets.
  • Liaise with clinicians regarding referral queries and appointment prioritisation.
  • Maximise utilisation of appointment capacity by proactively filling vacant appointment slots.
  • Contact patients to confirm attendance and minimise non‑attendance rates.
• Service Delivery and Customer Support
  • Provide front‑of‑house and reception support as required.
  • Welcome patients and visitors professionally and direct them appropriately.
  • Verify and update patient demographic information.
  • Maintain patient privacy and confidentiality at all times.
  • Collect and manage information required for service reporting and operational management.
  • Escalate concerns regarding unwell or vulnerable patients to clinical staff promptly.
  • Support production planning and day‑to‑day service delivery activities.
• Communication and Relationship Management
  • Respond promptly and professionally to enquiries from patients, clinicians, general practitioners, external agencies, and members of the public.
  • Build and maintain effective working relationships with teams across Christchurch, Christchurch Women’s, Waipapa, Ashburton, and Burwood Hospitals.
  • Demonstrate excellent communication and customer service skills in all interactions.
  • Contribute positively to a collaborative, supportive, and high‑performing team culture.

About You

You are a proactive administrator who enjoys working in a fast‑paced environment and takes pride in providing exceptional service to patients, colleagues and stakeholders.

Essential Skills and Experience

• Outstanding customer service skills with a genuine people‑focused approach.
• Strong organisational, time management and problem‑solving abilities.
• High level of accuracy and attention to detail.
• Ability to manage competing priorities and meet deadlines.
• Strong computer literacy and confidence learning new systems and applications.
• Intermediate to advanced Microsoft Office skills, including Word, Outlook and Excel.
• Excellent keyboard skills.
• Strong written and verbal communication skills.
• Ability to work independently while contributing positively as part of a team.
• Demonstrated initiative and a proactive approach to administrative work.

Desired Skills and Experience

• Previous administrative experience within a healthcare environment.
• Knowledge of medical terminology.
• Familiarity with public hospital systems and patient management systems.
• Understanding of and respect for people from diverse cultural backgrounds.
• Experience working in a busy scheduling, bookings or healthcare administration role.

Working at Health New Zealand

Health New Zealand|TeWhatuOra is dedicated to providing excellent healthcare for the people of NewZealand. We embrace a workforce that is diverse and inclusive so that we are better positioned to understand and serve our community.

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

PSA – National Health Administration Collective Agreement – FINAL (https://tewhatuora.govt.nz).