Office Administrative Assistant

ob Purpose

The Administrative Assistant is responsible for supporting the day-to-day administrative and operational activities of the clinic. The role involves coordinating appointments, maintaining patient and administrative records, supporting front-office operations, coordinating with doctors and staff, managing documentation, and ensuring smooth clinic functioning.

Key Responsibilities

Administrative Documentation

Maintain patient-related administrative records and forms.

Organize files, documents and clinic records.

Ensure documents are properly filed and easily accessible.

Prepare letters, reports, notices and other administrative documents as required.

Maintain confidentiality of patient and clinic information.

Coordination with Doctors & Staff

Assist doctors and clinical staff with administrative requirements.

Coordinate meetings and internal communications.

Communicate instructions and updates to relevant staff.

Assist in preparing daily schedules and duty arrangements.

Support smooth coordination between reception, nursing, accounts and other departments.

Billing & Accounts Support

Coordinate with the accounts team regarding patient billing.

Assist with collection-related documentation when required.

Verify basic billing information and communicate discrepancies to the concerned department.

Maintain records of receipts, invoices and administrative documents as assigned.

Assist in preparing daily administrative reports.. Inventory & Office Management

Monitor availability of office stationery and administrative supplies.

Maintain records of clinic supplies and consumables.

Raise requests for required materials.

Coordinate with vendors and suppliers when instructed.

Ensure reception and administrative areas are organized and functional.

. Communication & Correspondence

Handle clinic emails, phone calls and official correspondence.

Draft and send routine communications as instructed.

Maintain communication records.

Coordinate with patients, vendors, staff and external agencies professionally.

Escalate important issues to the Clinic Administrator/Management.

. Data Entry & Reporting

Enter and update clinic data accurately.

Maintain Excel sheets and administrative databases.

Prepare daily, weekly and monthly administrative reports.

Maintain patient appointment and follow-up data.

Assist management with data collection and report preparation.

Clinic Operations

Assist in maintaining smooth daily clinic operations.

Ensure administrative procedures are followed.

Monitor basic housekeeping and facility-related requirements and report issues.

Coordinate maintenance requests when necessary.

Support implementation of clinic policies and procedures.

Assist during meetings, health camps, events and special clinic programs.

Required Skills & Competencies

Good communication and interpersonal skills.

Professional and courteous attitude.

Good organizational and time-management skills.

Basic knowledge of clinic/hospital administration.

Good typing and data-entry skills.

Proficiency in MS Word, MS Excel and email.

Ability to maintain accurate records.

Ability to multitask and prioritize responsibilities.

Good coordination and follow-up skills.

Attention to detail.

Ability to maintain patient confidentiality.

Ability to work effectively as part of a healthcare team.

Educational Qualification

Any Graduate degree.

Degree/Diploma in Hospital Administration, Healthcare Administration, Business Administration or a related field is preferred.

Experience

1–3 years of experience in administration, front office, clinic, hospital or healthcare-related work is preferred.

Pay

₹10,000.00 - ₹20,000.00 per month

Work Location

In person