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Administrative Assistant Job in Kenya

Administrative Assistant - DIAMED Medical
Reporting to the Chief Executive, the team of doctors and the functions within the medical clinic, the Medical Administrative Assistant’s duties include but are not limited to;

  • Screening phone calls, emails, mail, and both visitors and patients;
  • Receiving, routing, and resolving information requests;
  • Scheduling travel, appointments, and meetings;
  • Coordinating space and office organization.
  • Conduct research and prepare correspondence and expense and statistical reports;
The Executive Assistant works independently with minimal supervision and may supervise clerical staff. 

The Executive Assistant must be able to relate professionally to supervisors, coworkers, representatives of other organizations, and the public.

Duties and Responsibilities:
  • Schedule and confirm patient diagnostic appointments and medical consultations.
  • Compile and record medical charts, reports, and correspondence, using a personal computer.
  • Answer telephones, and direct calls to appropriate staff.
  • Receive and route messages and documents such as laboratory results to appropriate staff.
  • Greet visitors, ascertain purpose of visit, and direct them to appropriate staff.
  • Interview patients in order to complete documents, case histories, and forms such as intake and insurance forms.
  • Maintain medical records, technical library and correspondence files.
  • Operate office equipment such as voice mail messaging systems, and use word processing, spread sheet, and other software applications to prepare reports, invoices, financial statements, letters, case histories and medical records.
  • Transmit correspondence and medical records by mail, e-mail, or fax.
  • Perform various clerical and administrative functions, such as ordering and maintaining an inventory of supplies.
  • Arrange hospital admissions for emergency patients.
  • Transcribe recorded messages and practitioners' diagnoses and recommendations into patients' medical records.
  • Perform bookkeeping duties, such as credits and collections, preparing and sending financial statements and bills, and keeping financial records.
  • Complete insurance and other claim forms.
  • Prepare correspondence and assist physicians or medical scientists with preparation of reports, speeches, articles and conference proceedings.
  • Target DIAMED patients on weekly and bi weekly email correspondence and marketing material.
Knowledge and Skills:
Proficiency in Microsoft Word, Excel, Access, PowerPoint is required, as well as familiarity with current computer operating systems, printers, copiers, faxes and scanners, and other office equipment.
Must be proficient at internet research and using online systems to order supplies, make travel arrangements, and communicate with vendors, other organizations, and patients.
This job typically works 8:00 a.m. to 5:00 p.m. with an hour for lunch.
This position requires excellent writing, speaking, and organizational skills, as well as the ability to multi-task, thrive in a busy environment, and maintain professionalism and confidentiality. 

Attention to detail is a requirement.

Work Abilities:
  • Ensure continual cohesive teamwork within the clinic.
  • Ensure integrity and honesty when performing duties at all times.
  • Ability to take on responsibilities and challenges.
  • Ensure team motivation is maintained while offering direction and guidance.
  • Strong medical acumen.
  • Ability to understand different operating businesses and dynamic working environments.
  • Exposure to marketing and social media.
Minimum Qualifications:
  • A degree or its equivalent in any medical field.
  • A minimum of 2 years relevant experience in the same position.
  • Experience in the medical field and interacting with patients.
  • Organized, numerate, analytical and fully computer literate.
  • Demonstrate good communication and leadership skills with high personal integrity.
All applications should be sent through to

Only shortlisted applicants will be reached for an interview. 

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