Senior Executive Coordinator

Position: Senior Executive Coordinator – Operations & Integration
Employment: Six-month fixed term ( Can potentially be extended)
Hours: Full time
Location: Christchurch
Reporting to: Executive Lead – Operational Growth and Integration
Remuneration: $70,000–$80,000 per annum, pro rata

Phoenix Healthcare Group is looking for an exceptionally capable Senior Executive Coordinator – Operations & Integration to work directly alongside our Executive Lead – Operational Growth and Integration during an important period of organisational growth.

This is a six-month fixed-term position created to provide additional executive and operational capacity while we continue building our permanent operational leadership structure.

It is not a conventional Executive Assistant position, and it is not a traditional administration role. We are looking for someone who can step into a fast-moving healthcare environment, quickly understand what is happening, bring structure to multiple competing priorities, take ownership of workstreams and ensure things actually get finished.

You will work closely with our Executive Lead across primary care, after-hours services, operational projects, reporting, systems, billing, workforce coordination and service improvement.

Some days you will be preparing an executive report or coordinating a project. On others, you may be resolving a billing issue, analysing operational information, following up actions from a leadership meeting, coordinating changes across services or ensuring an implementation stays on track.

The common thread is simple: you will create capacity for the Executive Lead by taking ownership of work and driving it through to completion.

About Phoenix Healthcare Group

Phoenix Healthcare Group is a growing New Zealand healthcare organisation delivering community, primary care and other health services.

Our organisation is continuing to expand, creating opportunities to improve systems, strengthen operational structures and integrate services across the Group.

Healthcare is a highly regulated and fast-moving environment. Good ideas only create value when they are translated into good systems, clear accountabilities and consistent execution.

This position will play an important role in helping us achieve that.

What you will be responsible for

Executive coordination and follow-through

You will work directly with the Executive Lead to manage a broad portfolio of operational priorities.

This will include:

• Taking ownership of agreed actions, projects and operational workstreams rather than simply recording or tracking them.
• Maintaining oversight of executive priorities, deadlines and commitments and ensuring outstanding actions are actively followed through.
• Preparing briefings, reports, presentations, correspondence and operational documentation for senior leadership.
• Coordinating meetings where required, capturing decisions and ensuring agreed actions translate into delivery.
• Organising information and maintaining clear executive-level action, project and decision registers.
• Identifying matters requiring executive attention and escalating them appropriately rather than allowing issues to sit unresolved.
• Liaising confidently with managers, clinicians, finance, HR, administration teams, suppliers and external healthcare stakeholders.
• Protecting the Executive Lead's capacity by resolving matters independently wherever they fall within the authority of the position.

Operations and service coordination

You will support operational activity across Phoenix Healthcare Group, with a particular focus on our primary care and after-hours services.

This may include:

• Coordinating operational changes across services and ensuring agreed changes are implemented.
• Supporting workforce, roster and clinician availability coordination where required.
• Maintaining oversight of operational processes and identifying gaps, delays or inconsistencies.
• Supporting development and implementation of new systems, workflows, procedures and administrative controls.
• Coordinating approved changes to clinician appointment templates, service availability and practice-management systems.
• Working across departments to resolve operational problems and ensure appropriate ownership is established.
• Supporting service improvement initiatives and short-term operational projects.
• Assisting with onboarding coordination, system access, documentation and operational readiness for new clinicians or team members.

Projects and integration

Phoenix Healthcare Group is continuing to develop and integrate services, systems and operational processes.

You will assist the Executive Lead with:

• Coordinating new initiatives from planning through to implementation.
• Developing project plans, action registers, timelines and implementation documentation.
• Following up internal and external dependencies.
• Bringing together information from different parts of the organisation.
• Monitoring implementation progress and identifying when something is beginning to drift.
• Supporting integration between operational, clinical, finance, HR and administrative functions.
• Undertaking research, analysis and information gathering to support executive decision-making.

 You do not need to be a formal project manager, but you must be someone who instinctively creates structure around complex pieces of work.

Primary care billing, reporting and administration

There remains an important hands-on component to this position.

You will support the Executive Lead by helping maintain oversight of key primary care administrative and financial processes, including:

• Reviewing after-hours billing and identifying missing or incorrect charges and claims.
• Supporting ACC, PHO-funded, casual and other applicable primary care billing processes.
• Following up rejected, incomplete or outstanding claims with the relevant team.
• Assisting with billing reconciliations and identifying trends or process failures contributing to missed revenue.
• Maintaining appropriate billing controls, guides and audit trails.
• Coordinating clinician templates and approved changes within the practice-management system.
• Producing operational reports and extracting information required by leadership.

Who we are looking for

The successful person will probably have already reached the point in their career where they are trusted with more than simply completing allocated administrative tasks.

You may currently be working as a:

• Senior Executive Assistant;
• Executive Coordinator;
• Business or Operations Coordinator;
• Senior Practice Administrator;
• Project Coordinator;
• Practice Manager;
• Operations Support Manager; or
• Executive Office Coordinator.

Your exact job title matters less than your capability. You will need to be highly organised, commercially aware and comfortable working alongside senior leadership. Most importantly, you must be someone who takes ownership. If you are given an issue to resolve, we expect you to investigate it, identify what needs to happen, engage the right people, follow it through and close the loop.

What you will bring

Ideally, you will have:

• Significant experience supporting senior executives or operational leaders in a complex organisation.
• Strong executive administration, coordination or operations experience.
• Demonstrated ability to independently manage multiple priorities and follow work through to completion.
• Excellent judgement and the ability to determine what you can resolve yourself and what genuinely requires escalation.
• Exceptional written communication and the ability to prepare professional executive correspondence, reports and presentations.
• Strong analytical and problem-solving capability.
• Confidence dealing with senior leaders, clinicians, managers and external stakeholders.
• Advanced organisational and time-management skills.
• Strong Microsoft Excel, Word, Outlook and PowerPoint capability.
• Experience maintaining project, action or implementation registers.
• High attention to detail without losing sight of the bigger operational picture.
• Absolute discretion when dealing with patient, employee, commercial and executive information.

Healthcare experience is strongly preferred but not essential where you have demonstrated experience operating successfully within another complex or regulated environment. Experience with primary care, medical administration, INDICI or another patient-management system, ACC, PHO funding or healthcare billing would be highly advantageous.

The person who will thrive here

You are unlikely to enjoy this position if you need every task clearly prescribed before starting. You are likely to enjoy it if you are the person others turn to when something needs sorting out. You naturally create lists, systems, timelines and structure. You notice when something has been forgotten. You ask the next question. You follow up. You are comfortable reminding senior people about commitments and you do not consider a task completed until the outcome has actually been achieved. You can move comfortably between a detailed billing reconciliation in the morning, an executive briefing before lunch and coordinating an operational project in the afternoon. And when priorities inevitably change, you can reorganise quickly without becoming overwhelmed.

Why this opportunity is different

This is a genuine opportunity to work closely with senior leadership and gain broad exposure to the operation and development of a growing healthcare organisation. Over the six-month term, you will have visibility across primary care, after-hours healthcare, operational management, workforce, finance, service development and executive decision-making. You will be given genuine responsibility and the opportunity to make a visible contribution.

For the right person, it will be an intensive and highly valuable six months.

If you are an experienced executive or operational coordinator who takes pride in bringing structure to complexity, solving problems and getting things finished, we would like to hear from you.

Please apply through SEEK with your CV and a brief cover letter explaining the type of executive or operational work you have personally taken ownership of and delivered.