Records Coordinator at Health New Zealand - Te Whatu Ora Te Pae Hauora o Ruahine o Tararua MidCentral, Manawatu / Whanganui

Mō tēnei tūranga mahi | About this role

Records Coordinator, Palmerston North Hospital, Permanent Fulltime

Benefits

• An encouraging learning environment where you will continue to grow and be challenged
• A professional and supportive culture and team setting
• Fulfilling and challenging work with great lifestyle options
• Tailored wellness programmes

Health New Zealand | Te Whatu Ora is firmly grounded in the principles of Te Tiriti o Waitangi and is committed to building a health system that serves all New Zealanders.

About the Role

We are seeking a highly organised, detail-oriented and proactive Records Coordinator to join the Regional Cancer and Treatment Service (RCTS) at Palmerston North Hospital.

This is a pivotal role responsible for ensuring the safe, accurate, and compliant management of patient records across the service. You will provide end to end oversight of records management processes, ensuring they meet legislative requirements, organisational standards, and service expectations.

Working closely with both clinical and administrative teams, you will lead auditing and quality assurance activities, support continuous improvement, and play a key role in maintaining the integrity and accessibility of patient records.

In addition, you will contribute to the smooth delivery of telehealth and video conferencing services and provide cover for Multidisciplinary Meeting (MDM) coordination as required.

This is an excellent opportunity for someone who thrives in a technical, process-driven role and is passionate about supporting high-quality patient care.

Key Responsibilities

Records Management & Quality Assurance

• Provide end-to-end oversight of patient records management systems
• Conduct routine audits to ensure compliance with Standard Operating Procedures (SOPs)
• Identify, resolve, and escalate issues to maintain data integrity and quality
• Maintain and review SOPs to ensure they remain current and accessible
• Support staff education and continuous improvement in records practices

Scanning & Secure Records Handling

• Manage scanning and electronic filing of patient documentation in Mosaiq
• Ensure accurate classification and adherence to filing conventions
• Oversee secure storage, retrieval, and archiving of both hard and soft copy records
• System & Technical Support
• Maintain Mosaiq Super User capability, supporting system administration and troubleshooting
• Provide support for telehealth and video conferencing platforms
• Assist with staff training and system improvements
• Work collaboratively with Digital Services and internal teams to resolve issues

Service Support & Coordination

• Provide cover for MDM coordination as required
• Support service operations, including coordination of casual staff and administrative cover
• Contribute to effective service delivery through proactive problem-solving and collaboration

 About you

You will be a highly capable and motivated professional with strong attention to detail and a passion for systems, quality, and continuous improvement. You thrive in a fast-paced environment and take pride in delivering accurate, high-quality work.

Essential Skills & Experience

• Strong organisational and problem-solving skills
• Advanced IT capability and confidence working across multiple systems
• Ability to audit processes, identify risks, and implement improvements
• Excellent communication and interpersonal skills
• Ability to work independently and manage competing priorities
• High level of accuracy and attention to detail
• Proven ability to build effective working relationships
• Demonstrated understanding of Te Tiriti o Waitangi and commitment to equity

About the Team/Service

Employing over 2500 people, MidCentral offers a supportive work environment that accepts and values all employees.  We actively seek Māori kaimahi into our workforce and provide an environment which delivers our commitment to equity, diversity, and inclusion.

MidCentral region offers an excellent lifestyle for families with scenic spots for hiking and mountain-biking, great schools and tertiary institutions.  With the mountains, city and sea at your doorstep, you'll get to taste the best of both worlds – the perfect blend of rural and city living.

About the Location

Manawatū is known for its effortless blend of city and rural living; here you can choose your ideal lifestyle, from peaceful rural villages, to bustling townships, or city life.  It's a family-friendly place that's easy to live and work, with easy access to an array of outdoor activities – beaches, ski fields, lakes, mountains, as well as fantastic mountain biking and hiking tracks. No traffic and an easy commute to work, really help a with true work-life balance. Our fantastic central location means exploring other parts of New Zealand is easy as a drive or a short flight. We are well served with excellent schooling options, as well as two tertiary institutes – Massey University and the International Pacific College.

For more information on living and working in the Manawatu click here

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 service 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 the advertised date. If you have any questions about the role, please contact Roxanne Janse Van Rensburg Roxanne.JanseVanRensburg@midcentraldhb.govt.nz

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

Whilst Health New Zealand is undergoing change, affected employees will be given preference and priority for this position.