Personal Assistant / Team Admin

Are you an experienced Personal Assistant or Team Administrator with experience working in the public health sector ?

We're looking for a highly organised and proactive administrator to provide essential support to two senior Service Managers within a busy healthcare organisation based in Manukau.

This is an excellent opportunity to join a collaborative team in a fast-paced environment where your exceptional organisational skills and attention to detail will make a real difference.

This is an ASAP start for an initial 3-month temporary assignment , with the potential to be extended.

About the Role

Reporting to two senior Service Managers, you'll provide high-level administrative and secretarial support while ensuring the smooth day-to-day operation of the service. You'll work closely with senior medical staff, nurses, and internal stakeholders, managing a varied workload and juggling competing priorities with confidence.

Key Responsibilities

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• Provide comprehensive PA and administrative support to two Service Managers.
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• Manage complex diaries, coordinate travel arrangements, meetings, workshops, and appointments.
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• Prepare meeting agendas, organise meeting logistics, and take accurate minutes.
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• Support recruitment and onboarding processes for new staff.
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• Provide administrative support to Senior Medical Officers (SMOs) and senior nursing staff.
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• Process invoices, receipting and requisitions using FPIM (approximately 20 suppliers per month).
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• Verify outsourced patient documentation, ensuring operative notes are uploaded prior to invoice payment using the Clinical Portal.
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• Process outsourcing documentation as required.
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• Enter leave requests into the payroll system and maintain leave planners.
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• Order catering, stationery, flowers, and other office supplies.
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• Arrange system access and onboarding requirements for new medical staff.
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• Process staff expense claims.
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• Assist with monthly reporting, including additional duty claims and locum reporting.
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• Provide general administrative support and assist with ad hoc projects as required.
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To be successful in this role you'll bring:

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• Previous experience in an administrative, PA or secretarial role within the public health sector (essential).
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• Proven experience supporting senior managers or executives.
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• Strong diary management and coordination experience.
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• Advanced Microsoft Office skills, including Outlook, Word, Excel and PowerPoint.
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• Excellent written communication skills with the ability to edit documents for grammar, accuracy and presentation.
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• Exceptional organisational skills with a high level of attention to detail.
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• Strong analytical and problem-solving abilities.
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• Outstanding time management and the ability to prioritise competing deadlines.
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• The ability to work autonomously while also being a supportive team member.
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• Confidence working within a Windows-based environment and adapting to multiple internal systems.
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If you're an experienced healthcare administrator who can hit the ground running and is available to start immediately, we'd love to hear from you. Apply today!