Clinic Administrator

About our team | Mō te tīma

We are a high-performing team of experienced professionals, dedicated to delivering exceptional administrative support. At the heart of our work is a strong sense of whakawhanaungatanga (connection and community), which underpins a supportive and collaborative team culture.

We take pride in the impact we have, enabling outstanding experiences and outcomes for our students, staff, and patients through professionalism, care, and a shared commitment to excellence.

The role | Te mahi

As a Clinic Administrator within the Faculty of Dentistry, you will play a pivotal role in the seamless operation of the Dental Hospital and Clinics, acting as a key connector between patients, clinicians, and academic teams. This is a dynamic and fast-paced position that blends operational coordination, patient engagement and data management, ideal for someone who thrives in a high-performing healthcare environment.

You will take ownership of delivering an exceptional front-of-house experience at the Dunedin Dental Hospital, ensuring every patient journey is efficient, professional, and welcoming.

Your responsibilities will include:

• Coordination of patient communications ensuring timely and professional responses
• Appointment scheduling to optimise clinic flow and resource utilisation
• Providing a warm, professional first point of contact, enhancing the patient experience from arrival to departure
• Overseeing patient records and appointment management with a strong focus on accuracy and compliance
• Financial transactions, including billing, receipting, and reconciliation
• Patient account reviews and audits to maintain financial integrity

You will contribute to the smooth running of clinical services. This includes managing patient data, referrals, and waitlists and ensuring the accuracy and integrity of records within the patient management system (Titanium). Your work will directly support clinical efficiency and high-quality patient care outcomes; supporting clinicians in providing care and supporting students in their training.

Your skills and experience | Kā pūkeka me kā wheako

We are seeking a proactive, solutions-focused professional who brings both precision and initiative to their work.

You will demonstrate:

• A friendly and collaborative approach to teamwork, with clear and effective communication
• Exceptional organisational capability, with the ability to prioritise competing demands in a fast-paced clinical environment
• Strong stakeholder engagement skills, confidently building relationships with diverse groups, including patients, students and staff
• A customer-focused mindset, delivering a warm, professional reception experience and building rapport from first contact
• Analytical thinking skills, with curiosity and a proactive approach to identifying and resolving issues
• Proven administrative expertise, ideally within healthcare, the public sector, or tertiary education
• Confidence using systems, spreadsheets, and technology
• The ability to work autonomously while maintaining accountability and contributing to a collaborative team environment

In addition, you will bring:

• A genuine commitment to delivering positive outcomes for patients, students, and staff
• Cultural awareness and the ability to work in a respectful, inclusive manner, with an appreciation of Te Ao Māori, Te Tiriti o Waitangi principles, and Pasifika values
• Experience in health administration, service coordination, or event management is a strong advantage

This is an opportunity to contribute meaningfully to a leading clinical and academic environment, where your work will have a direct impact on patient care and the student learning experience.

Further details | Pūroko

We have two, full time (37.5 hours), permanent positions located in Ōtepoti, Dunedin.

You must have the right to live and work in New Zealand to apply for this position.

The appointment range for this role is $63,508 to $68,185. Top of the range is $73,640.

Candidates who successfully make the final stages of the recruitment process will be required to undergo a safety check.

The University of Otago is a workplace that values and utilises diverse and inclusive thinking, people and behaviours. This means that the contributions of staff with diverse backgrounds, experiences, skills and perspectives are valued and respected.

For further information regarding the roles, please contact Nick O’Connell, via the contact details below.