Job Description

• Have you got a strong commitment to patient service, confidentiality, and accuracy?

• Are you confident supporting clinicians with the practical workflow of a busy practice?

• Do you want to develop your medical reception skills in a supportive, professional, and student-centred environment?

Kōrero mō te tūranga - About the role

Te Herenga Waka - Victoria University of Wellington is currently recruiting for a Kaitaupua - Mauri Ora Coordinator to join the Support Team on a permanent, full-time basis.

This is a busy medical receptionist role within the University’s Student Health and Student Counselling services. The role is often the first point of contact for students and is central to creating a calm, welcoming, professional, and efficient experience for patients accessing healthcare and counselling support.

Key responsibilities:

• Provide front-line medical reception, welcoming and assisting students in a friendly, professional, and confidential manner, both in person and over the phone.
• Schedule appointments, manage patient enquiries, support the appointment system, and help maintain smooth day-to-day reception flow.
• Gather, process, and update student information accurately, maintaining medical records, registrations, correspondence, scanning, filing, and other documentation to a high standard.
• Undertake financial administration associated with student appointments, including payments, invoicing, receipts, remittances, account transactions, and other practice billing processes.
• Support clinicians and the wider team with day-to-day administrative workflow, maintain an organised reception environment.

Ō pūmanawa - About you

You will:

• Bring a strong customer service mindset, sound administrative skills, and ideally substantial experience in medical reception or a similar health, counselling, or front-line service environment.
• Be confident greeting patients, managing phones and appointment enquiries, updating records, handling payments, and supporting clinicians with the practical workflow of a busy practice.
• Have excellent communication skills, a calm and empathetic manner, and the ability to work effectively with a diverse student population while maintaining accuracy, privacy, and confidentiality. This role is busy and challenging at times, but also extremely rewarding and interesting for someone who genuinely enjoys medical reception work.
• Care about patients, but also about doing things efficiently and to a high standard.

• Be able to defuse tension with empathy, remain calm under pressure, and find satisfaction in getting the details right while helping make someone’s day a little easier. A good sense of humour will go a long way.

Key requirements:

• Medical reception experience, or proven front-line reception experience in a medical, counselling, or similar health-focused environment.
• Proven experience in administration work, work processes, records and information management.
• Experience scheduling appointments, managing patient enquiries, handling phone calls and emails, and supporting a busy appointment system.
• Experience with patient payments, invoicing, receipts, account transactions, or other basic financial administration tasks.
• A strong commitment to patient service, confidentiality, accuracy, and maintaining a professional reception environment.
• Proven experience with windows-based computer packages including Microsoft Office.
• Proven experience with general office procedures and equipment (e.g., photocopier, phones, filing systems).
• Strong written and verbal communication skills.
• Experience in working effectively in a multicultural environment.

This is a fantastic opportunity for someone who wants to use and further develop their medical reception skills in a supportive, professional, and student-centred health and counselling environment. It will suit someone who takes pride in reception work, values strong relationships with patients and clinical colleagues, and wants to be part of a team that is professionalising and elevating the importance of front-line healthcare administration.

Preference is given to candidates available for an immediate start. Please also note that this role requires safety checking through a pre-employment check.

Click here to see further information, including salary details.

If this link is not available, click 'apply' to view this on the University careers page.

Close date for vacancy: 25 August 2026.

Contact details for vacancy: If you have any questions regarding this role please get in touch with Mae Orzcy (mae.orzcy@vuw.ac.nz).

How to apply: Please ensure you are applying for this role directly on our careers page and not via email. Candidates must submit supporting documents along with their resume, such as a cover letter. Applicants who do not have residency or citizenship and require a visa to work at the University must clearly indicate their visa status in their application and understand that if they do not have a current, relevant visa, they will need to secure this independently.

Mō Te Herenga Waka - About Our University

Te Herenga Waka - Victoria University of Wellington is renowned for its high-quality research and exceptional teaching. We attract people from around the world. Our university campus spans Te Whanganui-a-Tara Wellington - the creative, scientific and political centre of Aotearoa New Zealand - and our students thrive on the connections we have made here.

Explore the many benefits of working at Te Herenga Waka - Victoria University of Wellington. Find out where you fit in our strategic direction and learn more about our research expertise