Personal Assistant - North Shore Hospital

• Personal Assistant to the General Manager
• Acute & Emergency Medicine Division, North Shore Hospital
• Permanent, Full Time Role

About the Role

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 for Acute and Emergency Medicine (AEM). The role also provides administrative and office support to the wider AEM 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 email inboxes, including responding to or drafting responses to internal and external stakeholders on behalf of the General Manager and AEM 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 the team is always prepared in advance for meetings and deadlines.
• Effective minute-taking and action log/tracker management.
• Handling correspondence, including emails and phone calls.
• Preparing documents and presentations.

Planning and Reporting:

• Co-ordinating and supporting the regular reporting for boards, committees, forums, and regulatory meetings.
• Supporting the General Manager with monthly and annual reports.
• Gathering information to support the writing of business papers under direction, summarising findings, and preparing briefs.

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.

Click here to view the position description.

This role is covered by the PSA National Health Administration Workers collective agreement and is mapped to role profile 5C (band 5).

About Us

Health New Zealand Waitematā provides health services to approximately 650,000 residents of the North Shore, Waitakere, and Rodney areas. It has the largest population of any district health area.

For more information on living and working in Waitematā District, click here.

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, PowerPoint, Excel, Outlook.
• Proven ability to work in a fast-paced, often changing environment with efficiency and accuracy.
• High level of accuracy and attention to detail.
• Ability to anticipate needs and proactively address issues.
• Ability to handle sensitive information with discretion.

If you feel you have the skills and strengths for this role, we would love to hear from you.

Working at Health New Zealand

Health New Zealand | Te Whatu Ora is dedicated to ensuring excellent healthcare for the people of New Zealand. 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 our diverse Māori, Pacific, disabled, and rainbow communities.

How to Apply

To apply, please click “apply now.” All applications must be submitted through our online careers portal by 15 May 2025. If you have any questions about the role, please contact Sarah Kneller – Recruitment Consultant via sarah.kneller@tewhatuora.govt.nz.

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

Job Reference: WDHB19848