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Administration Officer - Psychiatric Records

Dunedin Hospital

  • Permanent, part-time (0.95 FTE 38 hours per week)
  • Dunedin CBD

About the team

The Southern District Health Board Mental Health, Addictions and Intellectual Disability Service (MHAID) provides health services to a population of 200,000 people. The Mental Health, Addictions and Intellectual Disability Service provides comprehensive assessment and treatment programmes in a range of general and specialist inpatient and community services for people with severe mental health disorders within the Otago region. Services range from secure inpatient facilities to community-based community mental health centres. Regional services are provided for inpatient forensic services and inpatient intellectual disability services covering Southland.

About you

You will be a team player with excellent communication skills, if you enjoy an autonomous fast paced role this could be just the one for you.

Key responsibility of this role is the management and maintenance of paper and electronic psychiatric patient records in accordance with the Southern DHB's policies and procedures allowing for quick access to information. Included is the overseeing and administrative storage of historical files.

You will have your finger on the pulse and be able to retrieve and despatch of patient files across MHAID and DHB's nationwide. An understanding of iPM (Inpatient Management System) would be an advantage, files are tracked, patient information kept up to date in a timely manner.

In addition to this on a weekly basis, provide cover for the Administrator of the Office of the Director of Area Mental Health Service (DAMHS), based at Wakari Hospital. This role is responsible for the management of the Mental Health Act (MHA), full training will be provided, as a thorough working knowledge of Mental Health Act legislation is required.

You will have a background in administration positions that demonstrate your ability to prioritise, juggle tasks, and show exceptional attention to detail, be able to provide essential and timely support for our departmental staff.

This position will see you working Monday to Friday with one day a week being based at Wakari Hospital covering the DAMHS Office.

In this role you'll interact with both internal and external service users, therefore a courteous professional manner is essential when dealing with youth and sensitive and confidential information. Excellent computer skills are essential and some database experience using iPM would be preferred.

The salary range for this position is in accordance with the South Island Region and PSA Administrative Employees Collective Agreement (01 February 2019 to 31 January 2022) $49,394 to $51,250 per annum pro rata and will be based on experience and skills.

About the Southern DHB

We are responsible for planning, funding and providing health and disability services to a population of over 315,000 located South of the Waitaki River. Our catchment area encompasses Invercargill City, Queenstown - Lakes District, Gore, rural Southland, Clutha, Central Otago, Maniototo, Waitaki District and Dunedin City. This means Southern DHB serves the largest geographic region of all New Zealand's health boards.

The location

The Southern district offers the benefits of excellent amenities, first class primary through to tertiary education, and outstanding recreational opportunities. Whether it's surfing, kayaking or sailing; skiing, hunting or fishing; theatre, live-music or art - there's literally something for everyone. Check out for what the region and we can offer you and your whanau.

View position description

Closing date: Sunday, 20 March 2022.

Due to the fast paced nature of the DHB, our vacancy close dates may be subject to change. Don't delay, make sure you apply as soon as possible.

Do you currently work for Southern DHB?If so, please apply for this role via our internal careers site, found here: Pulse > Applications > Corporate > SuccessFactors

For further information please contact Caroline, Recruitment Advisor - Mental Health, Addiction and Intellectual Disability Directorate, Phone (03) 214 5769 or email

Pre-employment checks

In the interests of protecting our people and our patients, all appointments will be subject to the following:

  • Occupational Health Assessment
  • Police Vetting / Ministry of Justice safety checks
  • Serious misconduct checks (previous Public Service departments and statutory Crown entities only)

Covid vaccination requirements

Following the update to COVID-19 Public Health Response (Vaccinations) Order 2021, to be employed with Southern DHB you will be required to be fully vaccinated and have received a booster vaccine against COVID-19. You will need to provide proof of this to Occupational Health staff.

To apply

We only accept online applications. Please apply via our website: