Administrative Assistant – Medicare Private Hospital at Africa Health Care

Description

• A vacancy exists for an Administrative Assistant reporting to the Unit Manager.
• The successful candidate will be responsible for supporting the efficient operation of hospital wards through a combined role that ensures accurate patient billing, effective stock control, and comprehensive administrative support.
• This position is vital in managing ward supplies, capturing patient and financial data, and serving as the key administrative liaison for the ward.
• The incumbent is responsible for ensuring that stock levels meet patient care needs, billing is processed correctly and promptly, and clerical tasks are handled efficiently, contributing to the overall delivery of high-quality patient care and operational excellence.

Critical Outputs

Stock Control & Inventory Management:

• Monitor and maintain ward-level inventory (medical consumables, linen, stationery, etc.).
• Record stock movements accurately in the system and reconcile usage.
• Conduct regular stock counts and audits in collaboration with the central store or pharmacy.
• Prevent stock shortages and overstocking through proactive ordering and tracking.
• Ensure all stock is stored securely, neatly, and in accordance with safety guidelines.
• Dispose of expired or damaged stock according to hospital protocols

Patient Billing & Revenue Cycle Management:

• Capture and process patient billing data (admissions, services, procedures, consumables).
• Verify patient demographic and insurance information.
• Coordinate with finance, nursing, and pharmacy to ensure all billable items are correctly documented.
• Resolve patient or payer billing queries efficiently.
• Maintain confidentiality and accuracy in patient financial records.

Ward Secretary & Administrative Support:

• Manage patient files, admissions/discharges, and update ward registers and documentation.
• Handle incoming calls, messages, and communication for the ward.
• Schedule patient investigations, consultations, and appointments as requested by clinicians.
• Support ward staff with clerical and administrative tasks.
• Ensure accurate data entry into the hospital patient information system.
• Order and manage non-medical supplies (e.g. stationery, staff supplies) for the ward.
• Maintain cleanliness and professional presentation of the ward reception/office area.
• Assist with staff shifting in the ward if required.
• Assist Unit Manager with Time and attendance and HR related matters.
• Ensure that the nursing staff are informed of new memorandums distributed by the business.

Interdepartmental Coordination & Compliance:

• Liaise with pharmacy, procurement, finance, and nursing staff for cross-functional collaboration.
• Participate in stock, finance, and administrative audits.
• Follow all hospital policies, including confidentiality, safety, procurement, and financial practices.

Requirements

• Grade 12 or equivalent; certification or diploma in Office Administration, or related field preferred an added benefit.
• Minimum 2 years in a healthcare setting in an administrative, billing, and inventory role.
• Proficiency in hospital management systems
• Strong computer literacy (MS Office), communication, multitasking, accuracy, and time management.

Competencies

• Collaboration/ Relationship Building
• Resilience
• Engaging diversity
• Verbal & written communication and presentation skills
• Influencing
• Planning
• Customer responsiveness
• Organisational awareness
• Excellence and quality orientation
• Ethical behaviour
• Technical and professional knowledge

Closing: 2025-08-05