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.
- Positive 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

📌 Office Administrative Assistant (Velachery)
🏢 CHENNAI OBESITY AND GASTRO SURGEON'S CLINIC
📍 Velachery