Administrative Assistant

DUTIES AND RESPONSIBILITIES:

1. Patient Coordination: Arrange patients (including international patients) appointments, and follow-ups, and preparation of necessary medical documentation.
2. Communication: Handle phone calls, emails, and correspondence, ensuring smooth communication with all stakeholders.
3. Document Preparation: Prepare and organize medical, financial, and administrative documents, ensuring accuracy and confidentiality.
4. Financial: Assist with billing, invoicing, and processing financial reports.
5. Compliance: Maintain patient confidentiality.
6. Project and Task Support: Assist with various administrative tasks and special projects as needed.

KNOWLEDGE, SKILLS AND ABILITIES:

KNOWLEDGE

• Office administration and document management.
• Basic medical terminology and healthcare regulations as applicable.
• Financial processes, including invoicing and billing, and preparation of financial statements.
• Time management and organizational practices.

SKILLS AND ABILITIES:

• Strong communication (verbal and written) and organizational skills with all stakeholders; including international patients.
• Proficiency in office software and relevant tools.
• Ability to multitask, prioritize tasks, and adapt to changing scenarios in a high-demand environment.
• High attention to detail and excellent problem-solving skills.
• Capability to maintain confidentiality and handle sensitive information with discretion.
• Effective time management and ability to manage schedules and office operations independently.

MINIMUM QUALIFICATIONS, EXPERIENCE AND TRAINING:

• 3-5 years relevant administrative experience in an office, healthcare, or similar professional setting.
• Previous experience working in a support role for senior management or executives is preferred.
• Exposure to basic financial tasks (e.g., invoicing, monthly financial reports) and working with medical or business software (Cliniko).
• Minimum of 5 O/Level passes, Certificate and/or Diploma with relevant certification in office administration, business management, healthcare administration, or a related field (preferred).

OTHER:

• Must be able to work ad hoc work schedules, including shift systems, alternate weekends and public holidays as required.