Job Purpose

• To provide a professional and welcoming front-office experience for patients, visitors, and staff while ensuring efficient coordination of reception, appointments, enquiries, and administrative support within the facility.

Key Responsibilities

• Welcome and professionally attend to patients, visitors, and other guests arriving at the facility.
• Manage the reception desk, ensuring patients are directed to the appropriate department or service promptly.
• Handle incoming calls, emails, and general enquiries, providing accurate information or directing queries to the relevant team.
• Schedule, confirm, and reschedule patient appointments while maintaining an organised appointment calendar.
• Register patients and assist with the collection and verification of basic patient information in line with facility procedures.
• Maintain accurate reception records, including visitor logs, appointment details, and relevant administrative documentation.
• Coordinate communication between patients, medical teams, and administrative departments to support smooth service delivery.
• Manage patient flow at the front desk and promptly escalate delays, complaints, or service concerns to the appropriate supervisor.
• Receive and appropriately direct correspondence, deliveries, and documents within the facility.
• Support billing, cashiering, or insurance-related processes where required, without compromising patient confidentiality.
• Maintain a clean, organized, and professional reception area at all times.
• Ensure patient information and facility records are handled with discretion and confidentiality.
• Assist with general administrative duties, including filing, photocopying, data entry, and preparation of routine reports.
• Follow facility policies, health and safety procedures, and applicable standards governing patient care and confidentiality.
• Provide a courteous and professional experience that reflects the facility's standards of patient service.

Qualifications and Experience

• At least 2 years of experience in a receptionist, front-office, customer service, or administrative role.
• Previous experience in a hospital, clinic, specialized medical facility, or other healthcare environment is an added advantage.
• Strong communication and interpersonal skills with a professional and approachable manner.
• Good organizational skills and the ability to manage multiple tasks in a busy environment.
• Proficiency in Microsoft Office and basic computer applications.
• Ability to handle confidential information with discretion.
• Good telephone etiquette and customer service skills.
• Ability to remain calm, patient, and professional when dealing with demanding or distressed clients.
• Good attention to detail and accuracy in handling records and information.