Clinic Administrative Assistant

Description

Position Summary: Supports the administrative and operational management of a clinic, facilitating patient care, scheduling organization, and process tracking to ensure optimal service delivery. Key Highlights: 1. Key role in patient care and communication. 2. Comprehensive administrative and operational support in the clinic. 3. Scheduling organization, document management, and file archiving. **Academic Level:** Technical or technological degree in administrative fields, administrative assistance, secretarial studies, business management, customer service, or related areas. **Minimum Experience:** 6 months (preferred) in customer service, front desk operations, appointment scheduling, billing, filing, or administrative support—preferably in clinics, IPS (Healthcare Providers), hospitals, or other healthcare services. **Recommended Contract Type:** Service agreement, fixed-term contract, or apprenticeship, depending on candidate profile and clinic needs. **Job Objective:** To support the clinic’s administrative and operational management by facilitating patient care and communication, appointment scheduling, document and file organization, and administrative process tracking—contributing to the clinic’s smooth operation and high-quality service delivery. **Main Responsibilities:** · In-person, telephone, and virtual patient reception. · Appointment schedule management, including scheduling, confirmation, and rescheduling. · Patient communication via WhatsApp, telephone, email, and other channels established by the clinic. · Patient reception and guidance regarding appointments, services, operating hours, and administrative procedures. · Organization and updating of physical and digital files. · Support in managing and organizing clinical records and administrative documents, ensuring information confidentiality. · Creation and updating of databases, lists, administrative controls, and reports. · Basic billing tasks, payment receipt handling, invoice preparation, and administrative follow-up, as applicable. · Support in petty cash control, receipts, invoices, and expense documentation. · Basic Excel usage for scheduling, controls, patient tracking, inventory management, and basic reporting. · Inventory control and tracking of stationery, administrative supplies, and general clinic materials. · Appointment, treatment, follow-up, or procedure reminders and tracking. · Support in customer service activities and patient satisfaction monitoring. · Basic publication and management of clinic content on social media and digital channels. · Support in preparing communications, documents, quotations, letters, and other administrative requests. · Maintaining organized and well-kept reception and administrative work areas. **Technical Skills:** · Basic-to-intermediate Excel proficiency: databases, filters, tables, tracking dashboards, and controls. · Proficient use of Word, email, and office tools. · Familiarity with WhatsApp Business and digital patient communication tools. · Ability to manage digital calendars and appointment scheduling platforms. · Basic knowledge of billing, document management, and filing. · Strong writing skills, grammar, and written communication. · Ability to quickly learn and use clinic-specific administrative software or platforms. · Basic knowledge of social media and digital tools for content publishing. **Human Competencies:** · Kindness, respect, and excellent customer service orientation. · Organizational ability and attention to detail. · Responsibility, punctuality, and commitment. · Discretion and confidentiality in handling patient information. · Capacity for learning and adaptation. · Strong verbal and written communication skills. · Ability to work under pressure and handle multiple tasks simultaneously. · Teamwork and consistent willingness to support clinic needs. · Honesty and professional personal presentation. · Warm, courteous, and respectful interaction with patients of all ages. Work Location: On-site employment