About the role
This is an important coordination role supporting the delivery of medical services to older people living in aged residential care across New Zealand. You'll play a key part in ensuring our clinicians are rostered effectively, facilities receive timely support, and the operational details that keep our services running are managed well.
Working closely with the Operations Lead, clinicians and wider support team, you'll help coordinate workforce coverage, manage roster changes and leave, resolve day-to-day operational issues, and ensure information is accurate and up to date. You'll be someone who takes ownership, follows things through and can confidently manage competing priorities in a busy service delivery environment.
As our business continues to grow, you'll also help strengthen our systems and processes, support the onboarding of new facilities and clinicians, and identify practical ways to make our day-to-day operations more efficient and consistent. This is a hands-on role for someone who enjoys bringing order to complexity, building strong relationships and making sure the details are taken care of.
Key responsibilities
Coordinate clinician rosters, rounds, leave and workforce availability, proactively identifying and escalating potential coverage gaps.
Act as a key point of contact for clinicians and facilities regarding scheduling, service requirements and operational queries.
Manage roster changes, coordinate additional coverage and ensure relevant information is communicated clearly and promptly.
Take ownership of operational issues, complaints and follow-up actions, ensuring matters are documented, progressed and escalated appropriately.
Coordinate clinician and facility onboarding and offboarding, ensuring systems, records, documentation and communications are completed.
Support accurate and timely clinician payroll information, invoicing and PHO reporting requirements.
Help maintain and improve the use of our Practice Management System (PMS), Clinical Portal and other operational systems, including troubleshooting issues and supporting system improvements.
Maintain accurate workforce records, registers and operational information, ensuring key details are reliable and up to date.
Identify opportunities to simplify processes, reduce rework and improve the consistency of how we operate.
Provide general operational and administrative support to the Operations Lead and wider team as required.
About you
Experience in an administrative, coordination, scheduling or operational support role, ideally in healthcare, aged care or another service delivery environment.
Strong organisational skills and the ability to manage competing priorities, keep track of details and meet deadlines.
A proactive approach, with the confidence to identify issues, take ownership and follow actions through to completion.
Excellent communication and relationship-building skills, with the ability to work effectively with clinicians, facility teams and internal stakeholders.
Strong attention to detail, particularly when maintaining records, coordinating information and supporting payroll, invoicing or reporting processes.
Confidence using digital systems, databases and Microsoft Office, with the ability to learn new systems and support others with day-to-day queries.
Sound judgement to resolve routine issues independently and recognise when something needs to be escalated.
A practical mindset and an interest in improving processes, reducing unnecessary work and making things run more smoothly.
The ability to work independently while contributing positively to a wider team.
Flexibility to support operational requirements as needed, including occasional after-hours support and national travel.
About us
Third Age Health is a leading national provider of medical services to aged residential care in New Zealand. We partner with aged care facilities across the country to deliver accessible, consistent and trusted medical care to older people where they live.
We work closely with facility teams and clinicians to support residents' health and wellbeing, while continually improving how medical services are delivered across the sector. As our organisation grows, we're focused on strengthening our systems, building workforce capability and making it easier for our teams to deliver high-quality care.
Benefits
The opportunity to make a meaningful contribution to healthcare for older people across New Zealand.
A varied, hands-on role with visibility across a growing national service.
The opportunity to work closely with the Operations Lead, clinicians and a supportive operational team.
Scope to improve systems, processes and ways of working.
The chance to develop your skills across workforce coordination, healthcare operations and continuous improvement.
We’re looking for someone who can bring structure, pace, follow-through and care to a growing national healthcare service.
If this sounds like you or someone you know, please get in touch. For a confidential chat or to learn more about this opportunity contact Joy Yang, Operations Lead, ARC Medical Services on [email protected]
Applicants for this position should have NZ residency or a valid NZ work permit.