Pulse | Wellington CBD | Full time, 40 hours | Fixed term 8 – 12 months from 23rd November 2026
About us
Pulse is a private medical specialist practice providing vascular health, ultrasound and appearance medicine services. We’re based at Pamir House in Wellington with a national network of clinics, and a team of vascular surgeons, interventional radiologists, nurses, sonographers and aesthetic nurses.
The role
One of our administrators is heading off on parental leave, so we’re looking for someone to step in for a fixed term of 8 months starting November. There’s a proper handover and a supportive admin team around you from day one.
You’ll own the patient admin experience end to end: enquiries, bookings, confirmations, clinic prep and day-to-day patient communication. You’ll keep clinics well organised and appointment slots filled, and deliver a consistently high standard of reception and admin support across all Pulse locations.
What you’ll do
Be the first point of contact for patients, by phone, email and in person
Coordinate bookings across our Wellington, regional and national clinics, and actively manage availability, cancellations and waitlists
Manage medical insurance processes, including prior approvals
Load patient data into our practice management system and prepare consent forms and invoices
Send out information packs and blood forms, and arrange external hospital and provider bookings
Run the call-up system so surveillance patients are notified and booked for their scans
Support our nurses and sonographers with admin, including booking travel for regional clinics
Help with office supplies, online shop orders and stock records
Attend local or regional clinics occasionally to support the clinical team and take payments
What we’re looking for
Previous admin experience, ideally in a medical or health setting
Confident with Microsoft 365 and quick to pick up new systems (Elixir experience is a bonus)
Clear, warm communicator who handles patients with care and discretion
Well organised, able to juggle competing priorities and keep things moving
Sound judgement and a problem-solving mindset
Comfortable working with people from a wide range of backgrounds
Available for the full fixed term
What we offer
A friendly, close-knit team in a growing practice
Central Wellington office at Pamir House
Variety across vascular, ultrasound and aesthetics services
Proper handover and ongoing support from the Team Leader Administration and other admin team members.
How to apply
Send your CV and a short cover letter through Seek. We’ll be reviewing applications as they come in, so don’t wait for the closing date. Applicants must have the right to work in New Zealand.