ADMINISTRATIVE ASSISTANT OFFICER

Job Summary:

Reporting to the Facility Administrator the position holder will be the first point of contact for clients, patients, or visitors, providing administrative and customer support services. This role is key to ensuring a receiving customer, responding to all enquiries and feedback, and ensuring the facility is clean and safe for customers.

Key Responsibilities:

Administrative and Clerical Support

·        Handle incoming and outgoing correspondence including phone calls, emails, letters, and memos.

·        Maintain and update filing systems (electronic and physical) for patient records, reports, and hospital documents.

·        Prepare and format reports, letters, and presentations as needed.

·        Manage office supplies and inventory and raise requisitions as necessary.

·        Schedule team meetings and manage the calendar of key activities and events for the company.

·        Book clients and stakeholders’ meetings and prepare agendas, minutes, and documentation.

·        Coordinate logistics for hospital events, training sessions, or departmental meetings.

·        Support patient appointment scheduling and follow-ups where applicable.

·        Facilitate servicing and repair of machines and equipment.

·        Maintain an up- to-date assets register.

 Data Entry and Records Management

·        Input and update information in hospital information systems (e.g., patient records, billing systems, inventory databases).

·        Ensure accuracy and confidentiality in managing records, particularly those involving patient data.

·        Assist in generating departmental statistics or reports for audits and performance reviews.

·        Ensure daily reconciliations of all banking and petty cash.

·        Ensure monthly reconciliation of suppliers’ accounts.

·        Review and ensure reconciliation of all claim forms before being dispatched to Head Office.

·        Ensure daily reconciliation of patient accounts.

Customer Service and Communication

·        Serve as a point of contact for internal staff, patients, and visitors seeking information or assistance.

·        Handle patient inquiries professionally and direct them to appropriate departments.

·        Support frontline staff in maintaining a courteous and efficient reception or front-desk environment.

·        Champion customer experience initiatives in the facility and ensure continuous improvement and training in customer care across the clinic.

·        Maintain the customer feedback register and ensure all complaints are resolved.

·        Ensure customer feedback data is collected and analyzed and action taken of feedback.

People Management

·        Rota planning and management for efficient payroll management, locum management and optimal leave liability.

·        Maintain and update the locum pool and provide periodic reports as and when required.

·        Maintain a filing system as per the approved.

·        Track and ensure the achievement of minimal learning hours for all employees.

·        Update the Administrator’s performance tracker and provide periodic reports as and when required.

Academic and professional qualifications

·        Bachelor’s degree/Diploma in Healthcare Management, Business Administration, Public Health, Nursing or any other relevant field.

·        At least one (1) year working experience in a customer experience role in a service-oriented industry.

·        Diploma in Front Office Administration/Business Administration/ Health records or an equivalent qualification

·        Proficiency in computer skills (especially Health Management Information Systems).

·        Good communication and interpersonal skills.

·        Copy of national identification document(ID/Passport)

Skills and competencies

·         Strong organizational and time-management skills

·         Excellent verbal and written communication skills

·        Attention to detail and a high degree of accuracy

·        Ability to maintain confidentiality and handle sensitive information

·        Interpersonal skills for effective interaction with patients and staff

·        Ability to multitask and prioritize in a fast-paced environment

·        Professional appearance and demeanor