Administrative Officer – Fluent English Speaker

About the role

We are looking for a proactive Administrative Officer to join our clinic team. The successful candidate will be the first point of contact for patients, handling communications, appointments and essential administrative tasks while ensuring a high level of service and confidentiality.

Key responsibilities

• Answer phone calls and clearly explain clinic services to patients.
• Assist patients with booking, rescheduling or cancelling appointments.
• Process deposit refunds in line with clinic policies.
• Respond promptly to patient emails, involving relevant staff when needed.
• Communicate appointment changes to doctors and clinic staff.
• Provide doctors with necessary documentation such as referral letters, previous clinic letters or scans.
• Send ultrasound reports and blood results securely.
• Process referrals for CT scans and mammograms.
• Chase laboratory results and keep patients informed.
• Maintain up‑to‑date patient files and manage the booking system for staff leave.
• Create accurate invoices and patient lists for clinic staff.
• Handle insurance information, assist with claims and liaise with embassies when required.
• Support monthly accounting for doctors and sonographers while maintaining confidentiality.
• Provide thorough handovers to team members.

Required profile

• Excellent patient‑focused customer service skills.
• Basic knowledge of medical terminology.
• Strong computer literacy, especially with Microsoft Word and Excel.
• Ability to work well within a team and provide effective administrative support.
• Excellent organizational and prioritisation abilities.
• Strict adherence to medical confidentiality policies.
• Fluent spoken and written English with good spelling and grammar.

Required skills

• Microsoft Word
• Microsoft Excel