Personal Assistant to General Manager and Medical Head of Division
Sub Specialty Med and HOPS
North Shore Hospital, Takapuna
Permanent, full time
Are you an experienced, welcoming, team oriented and highly effective Personal Assistant?
As a Personal Assistant for Health New Zealand, Waitematā you will primarily support the work of the General Manager in Specialty Medicine and Health of Older People however the role also provides administrative and office support to the wider Department of Medicine management team.
You will play a pivotal role in providing efficient, effective administrative and operational support to the service, enabling the leadership team to deliver their strategic obligations while promoting a positive team culture, high performance and great operating rhythm.
Day-to-day key responsibilities include:
Administrative support

• Managing multiple, complex calendars, demonstrating the ability to schedule strategically while managing and prioritising meetings to align with key priorities.
• Managing email inboxes, including responding to or drafting responses to internal and external stakeholders on behalf of the General Manager and SMHOP management team where appropriate.
• Being flexible and adaptable by anticipating and proactively managing day to day service functions as well as unexpected issues that arise.
• Ensuring that the team are always prepared in advance for meetings and deadlines.
• Effective minute taking and action log/tracker management.

Planning and reporting

• Co-ordinating and supporting the regular reporting for boards, committees, forums and regulator meetings.
• Supporting the General Manager with monthly Divisional and District reports.

Team collaboration and organisation

• Coordinating team meetings/strategy sessions/team planning days and other team events.
• Seeking out opportunities for team efficiency gains, system and process improvement and cost reduction.

• Attending senior leadership meetings ensuring follow ups are done on action items, project deadlines and deliverables.

About you
With 5+ years of experience in a senior PA role, preferably within the health sector, you will bring initiative and professionalism with evidence of strong planning, organisational and communication skills.
You will thrive in a fast-paced, dynamic work environment where you can prioritise effectively, work positively and calmly and take ownership of your work through accuracy and attention to detail.
As a proactive and positive team player, you’ll have the ability to work cooperatively and in close collaboration with other Health New Zealand, Waitematā Executive/Personal Assistants; therefore, you will naturally enjoy helping, sharing ideas and will be prepared to assist and relieve other team members as and when required.
You will also bring the following:

• An enthusiastic can-do attitude with a strong focus on excellent customer service
• Outstanding communication skills both written and spoken.
• An ability to quickly establish and build strong working relationships, developing trust and credibility with the team and stakeholders.
• Excellent technology and app skills – including across Microsoft Suite; Teams, Word, Power Point, Excel, Outlook.
• Demonstrated ability to prioritise schedules and diaries with ability to make informed judgement calls and decisions based on rapidly shifting priorities.
• Proven ability to work in a fast paced, often changing environment with efficiency and accuracy.

About us
Waitematā District is the largest DHB in New Zealand providing services to a population of more than 629,000 and employing more than 8,600 people. Our organisation values and promise statement – Best Care for Everyone - serve to inspire us to continuously improve to provide the best care possible to each and every person and their whānau / family.
If you feel you have the skills and strengths for this role, we would love to hear from you.

For more information, please contact Bairavi Thavarasa, Bairavi.Thavarasa@tewhatuora.govt.nz
Closing date: 8 December 2024
Job Number: WDHB19248