Background

Lusaka West Medical Center is a soon to open private health facility in Lusaka looking to recruit a dynamic individual to fill the position of Administrative Assistant.

Purpose of the Role

The Administrative Assistant acts as the first point of contact for clients, visitors and stakeholders. The role is responsible for ensuring smooth front office operations, supporting client registration processes, maintaining records, coordinating appointments, and delivering excellent customer service at all times.

Reporting Line

The Administrative Assistant will report to the Administrator of the Medical Center.

Key Responsibilities

The responsibilities of this role will include, but are not limited to, the following:

• Receive, assist, and direct clients in a courteous, efficient, and professional manner.
• Ensure the reception and front office area is always clean, organized, and presentable.
• Demonstrate professionalism, confidentiality, and excellent customer care towards all clients and staff.
• Assist patients and family members with registration forms and required documentation.
• Manage patient/client registration processes and maintain accurate attendance records.
• Handle incoming and outgoing telephone calls professionally and promptly.
• Take and relay messages accurately and ensure timely communication.
• Maintain and update appointment schedules and follow-up review dates.
• Contact clients who miss scheduled appointments within 24 hours where necessary.
• Prepare and submit departmental statistics and reports within required timelines.
• Assist in preparing billing sheets and forwarding them to the Finance Department.
• Participate in records management, filing, and archiving activities.
• Report incidents, complaints, or operational challenges to management promptly.
• Coordinate with the IT Department regarding system or hardware issues.
• Support departmental administrative projects and activities.
• Participate in departmental meetings and in-house training programs.
• Provide support to other administrative staff members when required.
• Ensure compliance with company policies, procedures, and confidentiality standards.

Qualifications and Experience

To be considered for this position, candidates should meet the following requirements:

• Diploma in Business Administration or any related field.
• Degree will be an added advantage.
• Minimum of 2–3 years’ experience in a similar administrative or front office role.
• Proficiency in computer applications and office systems.
• Experience in records management will be an added advantage.
• Excellent customer service and interpersonal skills.
• Strong communication and organizational skills.
• Ability to multitask and work effectively in a fast-paced environment.

Job Experience

2–3 years’ relevant work experience required.

Work Hours

Full time

Level of Education

Diploma qualification in Business Administration or related field.

Degree will be an added advantage.

• Receive, assist, and direct clients in a courteous, efficient, and professional manner.
• Ensure the reception and front office area is always clean, organized, and presentable.
• Demonstrate professionalism, confidentiality, and excellent customer care towards all clients and staff.
• Assist patients and family members with registration forms and required documentation.
• Manage patient/client registration processes and maintain accurate attendance records.
• Handle incoming and outgoing telephone calls professionally and promptly.
• Take and relay messages accurately and ensure timely communication.
• Maintain and update appointment schedules and follow-up review dates.
• Contact clients who miss scheduled appointments within 24 hours where necessary.
• Prepare and submit departmental statistics and reports within required timelines.
• Assist in preparing billing sheets and forwarding them to the Finance Department.
• Participate in records management, filing, and archiving activities.
• Report incidents, complaints, or operational challenges to management promptly.
• Coordinate with the IT Department regarding system or hardware issues.
• Support departmental administrative projects and activities.
• Participate in departmental meetings and in-house training programs.
• Provide support to other administrative staff members when required.
• Ensure compliance with company policies, procedures, and confidentiality standards.

• Proficiency in computer applications and office systems.
• Excellent customer service and interpersonal skills.
• Strong communication and organizational skills.
• Ability to multitask and work effectively in a fast-paced environment.

• Diploma in Business Administration or any related field.
• Degree will be an added advantage.
• Minimum of 2–3 years’ experience in a similar administrative or front office role.
• Proficiency in computer applications and office systems.
• Experience in records management will be an added advantage.
• Excellent customer service and interpersonal skills.
• Strong communication and organizational skills.
• Ability to multitask and work effectively in a fast-paced environment.