Medical Personal Assistant & Clinical Coordinator

Medical Personal Assistant & Clinical Coordinator Auckland Gynaecology Specialists – Auckland, North Island Senior Medical Personal Assistant & Clinical Coordinator Auckland Gynaecology Specialists Auckland (Hybrid) | Full-time, 40 hours per week $34–$40 per hour, depending on experience About the Role We are seeking a highly organised, proactive Medical Personal Assistant & Clinical Coordinator to join our specialist gynaecology practice. This is a central operational role supporting a team of specialists, coordinating patient pathways from referral through to post-operative care. We're looking for someone with the right aptitude and drive above all else — strong judgement, fast learning, and genuine care for patients matter more to us than ticking every box on a CV. You'll play a key role in clinical coordination, surgical bookings, financial administration, and day-to-day practice operations, working closely with our specialists across clinics, hospitals, and external providers. About Us Auckland Gynaecology Specialists is a private specialist practice providing comprehensive women’s health care, including: General gynaecology Minimally invasive and complex surgery Urogynaecology and pelvic floor care Our specialists work across multiple private hospitals and clinics, with a strong focus on patient-centred care, clear communication, and high clinical standards. Key Responsibilities Clinical Coordination & Patient Management Manage patient referrals, enquiries, and communication across phone, email, and digital systems Coordinate consultations, procedures, and post-operative follow-up Maintain accurate and compliant patient records Surgical Bookings & Theatre Coordination Support coordination of operating theatre lists across private hospitals (training provided) Liaise with specialists, anaesthetists, theatre teams, and external providers Manage booking logistics, documentation, and patient communication Billing, Accounts & Financial Administration Support invoicing of health insurers (e.g. Southern Cross), ACC, and self-paying patients Assist with accounts receivable and reconciliation using Xero (training provided) Practice Operations & Systems Support daily workflow coordination across the practice Learn and use systems including Elixir PMS, Xero, Excel, and Google Workspace Help identify and implement workflow improvements Stakeholder Liaison Liaise with GPs, specialists, allied health providers, Te Whatu Ora, and private hospitals Handle patient feedback professionally and with care What We’re Looking For Essential Genuine aptitude for clinical coordination and administration, with some prior exposure to medical, healthcare, or high-volume administrative environments Fast learner, comfortable picking up new systems and processes Sound judgement and calm, solutions-focused approach under pressure Strong organisational and time management skills Excellent written and verbal communication High attention to detail and accuracy Strong computer literacy Commitment to patient care and confidentiality New Zealand based with valid working rights (or eligibility) Desirable (training provided if you don’t have these yet) Experience with Elixir PMS (or similar practice management systems) Experience with Xero, invoicing, or accounts administration Exposure to surgical bookings or theatre coordination Understanding of NZ private healthcare and insurance workflows Advantageous Experience in women’s health or specialist clinical environments Familiarity with Te Whatu Ora Interest in workflow improvement, automation, or digital systems Personal Attributes Professional, warm, and patient-focused Calm, resilient, and solutions-oriented High level of ownership, initiative, and reliability Adaptable and eager to learn Seeking a long-term opportunity to grow Why Join Us Be part of a supportive, high-performing specialist practice Genuine opportunity to grow into a senior operational role as your skills develop Work within a collaborative team with modern systems Contribute to how the practice operates and evolves #J-18808-Ljbffr