Admin Assistant

Roles and responsibilities

• Maintaining, updating, filing and processing all documentation in coordination with the doctors to consolidate and establish proper recall and filing systems.
• Responsible for organising and convening medical boards, general meetings.
• Oversee assigned area, report all quantifiable workload drivers, escalate any relevant problems, recommend enhancements / modifications relating to existing processes and practices followed within the section to team leaders.
• Initiate and monitor progress of specialised e-work flow systems with proper communication and coordination with relevant personnel until resolution.
• Reception: Ensure the smooth operation, executing action plans for immediate resolution of ongoing problems and escalating complex cases to appropriate personnel using the computerised telephone statistics system.
• Assist and collect information for senior team members to use as training initiatives.
• Reallocate resources to assist in other routing clerical administrative functions.
• Ensure the smooth operation of reception in order to provide high quality service. This will include correct processing of documents and files for current and future appointments in sequence and the front line problems are resolved as quickly and effectively as possible and, escalated if required.
• Ensure all public area in Medical Services is clean and tidy and contact the maintenance people if any problem needs to be actioned.
• Maintain records of bookings of the conference room, library, and electronic equipment by various sections at the Clinic to ensure proper allocation of resources.
• Generate the roster for team members and ensure appropriate coverage for clinic hours.
  

Qualifications & Experience

Administration. General administration : 3+ Years

10 Years Schooling Or Equivalent

Proficiency in spoken and written English. Computer literacy (Word / Excel / Power Point).

Proficient in operating a business telephone system.

Experience in working in a Medical or Dental environment would be an advantage.

Experience in customer interaction would be an advantage

Desired candidate profile

As a Senior Administrative Assistant, several key skills and qualifications are essential for success in the role. Here are some important ones:

1. Organizational Skills: Exceptional ability to manage multiple tasks, prioritize responsibilities, and maintain a well-organized workspace.

2. Communication Skills: Strong verbal and written communication skills for interacting with colleagues, clients, and senior management effectively.

3. Proficiency in Office Software: Advanced knowledge of office software (e.g., Microsoft Office Suite, Google Workspace) for document preparation, data management, and presentation creation.

4. Time Management: Ability to manage schedules, meetings, and deadlines efficiently, ensuring smooth workflow for executives or teams.

5. Problem-Solving Skills: Strong analytical and critical thinking skills to address administrative challenges and find effective solutions.

6. Attention to Detail: Meticulous approach to tasks, ensuring accuracy in documentation, scheduling, and reporting.

7. Confidentiality: Understanding of and commitment to maintaining confidentiality in handling sensitive information.

8. Interpersonal Skills: Strong ability to build relationships with team members and stakeholders, fostering a positive work environment.

9. Project Coordination: Experience in supporting projects through planning, coordination, and monitoring progress.

10. Adaptability: Willingness to adjust to changing priorities and take on new responsibilities as needed.