Unit Administrative Assistant
Location: Mediclinic Bloemfontein | Bloemfontein | South Africa
Job Type Classification: Permanent
Closing Date: Not Specified
Salary: market related
Reference Number: 65196
Closing Date: 11 November 2025
Workplace Type: On-site
Appointment Type: Permanent
Recruiter: Nelia Gericke
Number of Positions: 1
Important: Internal employees on fixed-term contracts must apply using an external candidate profile and not through the internal employee portal.
1. Introduction
A permanent opportunity exists for an Administration Assistant within the Nursing Unit. The primary purpose of this role is to provide high-quality administrative support that enables the clinical team to deliver efficient patient care and smooth unit operations. The Administration Assistant will work closely with nursing staff, patients, visitors, pharmacy personnel, and other hospital departments. As a first point of contact for patients and families, professionalism and customer service excellence are key. The role also includes responsibility for stock control, accurate patient records management, and reception duties.
This position is suited to a detail-oriented individual who is organised, reliable, and able to work in a healthcare environment that requires sensitivity, confidentiality, and composure under pressure.
2. Purpose of the Role
To support the effective functioning of the nursing unit through structured administration, patient processing, reception duties, and responsible pharmaceutical stock management according to hospital policies and legal requirements.
3. Key Responsibility Areas
3.1 Administrative Support
- Perform general administrative duties to support the nursing management and clinical teams.
- Maintain accurate filing systems, electronic and manual, ensuring easy retrieval and secure storage of confidential information.
- Capture and process data accurately, including updating patient and unit-related information in the hospital’s administration systems.
- Assist in the coordination of meetings, maintain notice boards, and update communication logs within the unit.
3.2 Patient Administration
- Assist with admission, transfer and discharge processes in accordance with patient administrative procedures.
- Ensure patient details, documentation, consents, and medical aid authorisations are complete and accurately captured.
- Handle queries professionally and direct them to the appropriate staff where necessary.
- Maintain a compassionate, supportive and service-focused approach when dealing with patients and families.
3.3 Pharmaceutical and Stock Control
- Monitor and maintain pharmaceutical and medical stock levels in collaboration with nursing and pharmacy teams.
- Follow established procedures for ordering, receiving, storing, issuing, and reconciling pharmaceutical and medical consumables.
- Ensure stock rooms are neat, secure, and comply with infection prevention and control standards.
- Assist in reducing wastage and managing stock usage according to unit demand.
3.4 Reception and Frontline Duties
- Deliver an efficient and customer-focused reception service to patients, visitors, and staff.
- Manage telephone calls with clear, courteous, and professional telephone etiquette.
- Provide directional assistance and general information to visitors within the unit while upholding patient privacy and confidentiality.
- Contribute to complaint and compliment handling in line with organisational policies.
4. Required Qualifications and Experience
4.1 Education
Essential:
- Grade 12 (Matric) with computer literacy subjects, or
- Grade 12 plus an additional computer literacy certificate.
Desired:
- Training in one or more of the following:
- Reception
- Personal Assistant / Secretarial Studies
- Office Administration
- Frontline or Medical Administration Training
4.2 Experience
Essential:
- No prior experience required (entry-level applicants may apply).
Desired:
- Prior administrative experience within a healthcare or hospital environment.
5. Required Knowledge and Job Skills
- Recordkeeping: Ability to maintain orderly and accurate documentation.
- Patient Administration Systems: Familiarity with hospital or clinic patient information systems is advantageous.
- Compliment and Complaints Handling: Understands customer service protocols and escalation pathways.
- Data Capturing: High degree of accuracy and attention to detail.
- Telephone Etiquette: Professional, courteous communication skills.
- Computer Literacy: Proficient in Microsoft Office (Word, Excel, Outlook).
- Stock Control: Basic understanding of inventory and supply chain processes within a healthcare setting.
6. Personal Competencies
- Strong interpersonal skills and ability to communicate effectively at all levels.
- Ability to remain patient, empathetic, and composed in a healthcare environment.
- Organised and methodical, with the ability to manage multiple tasks.
- High level of confidentiality and ethical behaviour when handling patient information.
- Ability to work under pressure in a fast-paced setting.
- Attention to detail and accuracy in all aspects of administration.
7. Employment Equity
All applications will be considered; however, preference may be given in alignment with Mediclinic Southern Africa’s Employment Equity Plan and internal applicants who meet the minimum requirements.
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