Referral and Scheduling Coordinator
North Island - Taranaki New PlymouthJob Description
About the Role
Te Whatu Ora Taranaki is seeking a dedicated and detail-oriented Surgical Referral & Booking Administrator to join our Surgical Booking Office at Taranaki Base Hospital. This is a permanent, full-time opportunity for someone who thrives in a fast-paced healthcare environment and is passionate about making a meaningful difference in patients' lives.
In this role, you will be an integral part of the administrative backbone supporting surgical services across the hospital. You will work closely with surgeons, registrars, nurses, and wider hospital staff to ensure that patients are referred, scheduled, and supported efficiently and with care throughout their surgical journey.
Responsibilities
As a Surgical Referral & Booking Administrator, your day-to-day responsibilities will include:
- Referrals management — receiving, processing, and triaging surgical referrals in accordance with clinical guidelines and organisational protocols
- Clinic and theatre scheduling — coordinating and maintaining surgical bookings for outpatient clinics and operating theatre lists to optimise patient flow and minimise wait times
- Maintaining close and collaborative working relationships with Consultants, Registrars, and clinical teams to ensure accurate and timely scheduling
- Communicating with patients and their families to confirm appointments, provide information, and offer support throughout the booking process
- Accurately entering, updating, and managing patient data using hospital administration systems, ensuring records are current and complete
- Monitoring and following up on waitlist management in alignment with health targets and patient need
- Handling a variety of administrative tasks including correspondence, documentation, and reporting as required by the team
- Contributing to a positive, efficient team environment and supporting continuous improvement initiatives within the Surgical Booking Office
About the Team
Our Surgical Referral & Booking team plays a crucial role in ensuring patients receive the surgical care they need in a timely manner. Working alongside healthcare professionals in a supportive and dynamic environment, the team's attention to detail and organisational excellence directly contributes to better patient outcomes and the smooth operation of hospital services. No two days are the same — this role offers genuine variety, meaningful challenge, and the satisfaction of knowing your work makes a real difference to people's lives.
Requirements
We are looking for a motivated individual who aligns with our values and is committed to delivering exceptional service to our patients and community. The ideal candidate will bring:
- Previous experience in health administration or a similar administrative role (desirable)
- Working knowledge of Webpas/IBA and Concerto patient management systems (desirable)
- Strong organisational and time management skills, with the ability to manage competing priorities effectively
- Excellent communication skills, both written and verbal, and the ability to liaise professionally with clinical staff and patients
- High attention to detail and accuracy in data entry and record management
- A patient-centred approach and genuine commitment to supporting people through their healthcare journey
- The ability to work both independently and collaboratively as part of a team
- Proficiency in general computer and office software applications
- A flexible, adaptable attitude in a constantly evolving health environment
About Taranaki
Taranaki is a place like no other. Home to the iconic Mt Taranaki, more than 12 world-class surf breaks, and some of New Zealand's most spectacular natural landscapes, Taranaki offers an exceptional quality of life. Whether you're drawn to skiing, surfing, coastal walks, mountain trails, or a thriving café and arts culture, this region has something for everyone. It is a vibrant, welcoming community where you can genuinely build a life as well as a career.
About Te Whatu Ora | Health New Zealand
Health New Zealand | Te Whatu Ora is dedicated to ensuring excellent healthcare for all New Zealanders. We are firmly grounded in the principles of Te Tiriti o Waitangi and are committed to building a health system that is equitable, inclusive, and responsive to the needs of all communities. We actively welcome applications from our diverse Māori, Pacific, disabled, and rainbow communities, and embrace a workforce that reflects the people we serve.
How to Apply
If you share our vision and values and are ready to contribute to the health and
Interested in this position?
Don't miss out on this opportunity. Apply now and take the next step in your career.
About North Island - Taranaki New Plymouth
Te Whatu Ora Taranaki is a public health organisation delivering comprehensive healthcare services to the people of the Taranaki region in New Zealand. Operating under the national Health New Zealand framework and grounded in the principles of Te Tiriti o Waitangi, the organisation is committed to improving, promoting, protecting and caring for the health and wellbeing of its community. With a focus on equitable and high-quality care, Te Whatu Ora Taranaki supports a broad range of clinical and administrative health services across the region.
