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 and general meetings.
• Oversee assigned area, report all quantifiable workload drivers, escalate any relevant problems, and 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, including correct processing of documents and files for current and future appointments in sequence, resolving frontline problems as quickly and effectively as possible, and escalating if required.
• Ensure all public areas in Medical Services are clean and tidy, contacting maintenance if any problems need to be addressed.
• Maintain records of bookings for 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.