Administrative Assistant

JOB DETAILS: 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 s