DUTIES AND RESPONSIBILITIES

• Executive Support: Manage the Managing Director’s calendar, meetings, correspondence, travel arrangements, reports and follow-up on agreed actions.
• Clinic Administration: Oversee reception, patient registration, appointment scheduling, enquiries and complaint resolution to maintain a positive patient experience.
• Office Operations: Coordinate facilities, equipment, supplies, maintenance and IT support to maintain uninterrupted daily operations.
• Procurement: Coordinate supplier sourcing, quotations, purchase orders, deliveries, stock replenishment and contract renewals in line with approved budgets and procedures.
• HR Administration: Support recruitment, onboarding, employee records, leave administration, job descriptions and staff KPI coordination.
• Staff Supervision: Allocate tasks, monitor performance and ensure administrative and front-office responsibilities are completed within agreed timelines.
• Financial Administration and Reporting: Track administrative expenditure, maintain accurate records, prepare operational reports and recommend improvements to processes and internal controls.
• Compliance and Records: Maintain accurate contracts, employee documentation and administrative records, ensuring confidentiality, timely renewals and appropriate approvals.

MEASURABLE OUTCOME

• Accurate patient registration and record management, efficient appointment coordination, and courteous, empathetic service to patients.
• Smooth day-to-day clinic operations, with patient concerns, operational challenges, and service disruptions addressed promptly and effectively.
• Effective supervision and coordination of administrative and support staff, with clear accountability, timely task completion, and adherence to established procedures.
• Timely and accurate delivery of administrative and HR support, including contract administration, procurement, employee documentation, job descriptions, and staff KPI coordination.
• Effective management of administrative resources, records, and expenditure, with accurate reporting, compliance with organizational policies, and continuous improvement of operational processes.

Requirements

QUALIFICATIONS, EXPERIENCE & ATTRIBUTES

• Bachelor's degree in Business Administration, Business Management, Human Resource Management, or Bachelors of Law a related field.
• Proficiency in Microsoft Office Suite, particularly Word, Excel, Outlook, and PowerPoint.
• At least 3 years' relevant experience in administration, or front-office operations, with demonstrated staff coordination or supervisory responsibilities.
• Experience managing reception services, handling enquiries, scheduling appointments, and resolving client concerns, preferably in a healthcare or service-oriented environment.

KEY COMPETENCIES

• Patient Experience and Customer Service
• Administrative and Operational Management
• Staff Supervision and Performance Management
• Planning, Organization and Prioritization
• Problem-Solving and Decision-Making
• Communication and Stakeholder Management