Administration Assistant

About us

CardioScan is a global health innovation brand and global leader in cardiac monitoring solutions. We provide cardiac data and reporting to primary health practitioners in New Zealand, Australia, the US, the UK and across Asia, through our innovative cloud-based software, Beatbox.

What we do matters, and we strive to make a positive impact on the heart health of many by focusing on quality, accuracy and speed every time. We want to put the right data in the hands of those who need to make the decision, in a time of need. We are continuing to enhance our clinical team and our business with thought leaders and knowledge specialists that will support our rapid growth.

About the Role

CardioScan Aotearoa provides a comprehensive range of cardiorespiratory diagnostic tests to ensure early and accurate diagnosis of heart, lung, and sleep-related conditions. We collaborate closely with health professionals across New Zealand and operate from the Lakes Office - Rotorua, NZ

We’re looking for a proactive and organised Administration Assistant to support both our clinical and business operations. In this varied role, you’ll manage reception, patient records, office admin, and appointment scheduling, while also helping prepare clinical spaces and equipment. You’ll play a key part in stock management, compliance with health and safety protocols, and supporting the smooth, quality-driven running of our practice.

This is a permanent part time 20-24 hours per week opportunity.

Key Responsibilities

• Provide administrative and operational support across reception, HR tasks, general office duties, and day-to-day business functions to ensure smooth practice operations.
• Prepare and maintain clinical environments, equipment, and supplies in line with infection control and health & safety standards to support patient care delivery.
• Assist with patient care coordination, including accurate data entry, maintaining patient records, supporting care planning, and acting as a chaperone when required.
• Manage communication and scheduling, liaising with patients, internal staff, and external healthcare providers to ensure timely responses and efficient appointment management.
• Support financial and compliance processes, including billing accuracy, adherence to funding guidelines, stock management, and contribution to business reporting.
• Contribute to quality improvement and team collaboration by participating in meetings, training, risk management, and ongoing professional development initiatives.

About you

• Proven admin or office management experience (healthcare experience a bonus)
• Strong organisational and time-management skills
• Clear, professional communication—written and verbal
• A high level of discretion and cultural sensitivity
• Confidence using Microsoft Office and practice management systems
• A calm, solutions-focused mindset and a genuine, patient-first approach
• A commitment to learning, growing, and contributing to continuous improvement

Why work with CardioScan?

Hearts are at the core of everything we do. Working with us provides an opportunity to be part of a fantastic team, in a supportive working environment, with exposure to exciting emerging technologies and a focus on learning and development. It’s an exciting time to join our business and as it grows, so do the opportunities for personal and professional growth. Our people are our priority, and we strive to create a workplace where people are respected, valued, and rewarded for their contributions.

CardioScan Benefits

• Development of both your technical and soft skills through training requests and specialised training portals
• Annual performance and salary reviews
• Global EAP (Employee Assistance Program) support and access to health benefits through the program
• Birthday Leave
• Company and team events – we celebrate the wins!

CardioScan is an equal opportunity employer committed to attracting and retaining diversity in our workforce.