About Company
Bethlehem Medical Centre is a cornerstone of healthcare excellence nestled in the heart of Bethlehem, Free State. For over two decades, we have proudly served our community, providing comprehensive and compassionate medical services that prioritise patient well-being above all else. Our facility is equipped with modern diagnostic and treatment technologies, supported by a dedicated team of highly qualified medical professionals, including general practitioners, specialists, and an exceptional nursing and administrative support staff. We foster a culture of continuous learning and improvement, ensuring our patients receive the most current and effective care. Beyond clinical excellence, we are deeply committed to community health initiatives, aiming to educate and empower individuals towards healthier lives. Joining Bethlehem Medical Centre means becoming part of a family that values teamwork, empathy, and a shared commitment to making a tangible difference in the lives of our patients every single day. We are a place where your skills will be nurtured, and your contributions genuinely appreciated as we collectively strive for outstanding patient outcomes and satisfaction.
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Job Description
We are actively seeking a highly organised, proactive, and compassionate individual to fill the pivotal full-time role of Reception Assistant & Administrative Support at Bethlehem Medical Centre. This position is far more than just a front-desk job; you will be the welcoming face and voice of our centre, creating the crucial first impression for every patient and visitor. Your primary responsibilities will encompass efficient management of our busy reception area, including meticulous appointment scheduling, patient registration, and handling all incoming communications. Beyond the front desk, you will provide vital administrative assistance to our medical staff, ensuring they have the support needed to focus on patient care. This involves everything from managing medical records, preparing correspondence, to assisting with office logistics. The ideal candidate will possess an unwavering commitment to customer service, exceptional communication skills, and a demonstrated ability to multitask effectively while maintaining a calm and professional demeanor in a dynamic healthcare setting. We are looking for someone with a keen eye for detail, strong problem-solving abilities, and a genuine desire to contribute positively to a patient-centric environment. Your ability to integrate seamlessly into our team, coupled with your dedication to accuracy and discretion, will be paramount. If you are passionate about contributing to a vital healthcare service, thrive in a supportive team, and are eager to play a crucial role in our mission to deliver outstanding medical care to the Bethlehem community, then this is the perfect opportunity for you.
Key Responsibilities
- Greet and welcome patients and visitors in a friendly, professional, and empathetic manner, managing the reception area.
- Manage incoming calls, directing them to the appropriate department or individual, and handling general inquiries efficiently.
- Schedule and confirm patient appointments, manage the appointment book, and ensure optimal clinic flow.
- Register new patients and accurately update existing patient information in our electronic medical records (EMR) system.
- Process patient payments, issue receipts, and assist with basic billing and insurance inquiries.
- Maintain the reception area, ensuring it is tidy, welcoming, and well-stocked with necessary forms and information.
- Handle incoming and outgoing mail, emails, and faxes, ensuring timely distribution and response.
- Provide comprehensive administrative support to medical practitioners and office staff, including typing correspondence, preparing reports, and managing physical and digital files.
- Assist with inventory management of office and medical supplies, placing orders as needed to maintain adequate stock levels.
- Ensure strict adherence to patient confidentiality and data protection regulations (e.g., POPIA in South Africa) at all times.
- Collaborate proactively with clinical staff to ensure seamless patient flow and address any operational challenges or patient concerns.
Required Skills
- Proven experience (minimum 1 year) in a reception, administrative, or customer service role, preferably within a medical or healthcare setting.
- Exceptional verbal and written communication skills in English and Afrikaans (as a strong advantage).
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and a demonstrated ability to quickly learn new software and EMR systems.
- Strong organizational skills with the ability to prioritize tasks, manage multiple responsibilities, and meet deadlines effectively.
- High level of accuracy and meticulous attention to detail in all administrative tasks.
- Demonstrated ability to maintain absolute confidentiality and handle sensitive patient information with utmost discretion.
- Excellent interpersonal skills, a patient-first attitude, and the ability to empathize with individuals from diverse backgrounds.
- Ability to work both independently and collaboratively as part of a team in a fast-paced and occasionally demanding environment.
Preferred Qualifications
- A relevant Certificate or Diploma in Office Administration, Secretarial Studies, Public Relations, or a related field.
- Prior experience with specific electronic medical records (EMR) systems used in South Africa.
- First Aid and CPR certification.
- Basic knowledge of medical terminology and common healthcare procedures.
Perks & Benefits
- Competitive salary package commensurate with experience and qualifications.
- Medical aid contributions to support your health and well-being.
- Provident fund contributions for your long-term financial security.
- Generous paid annual leave and sick leave provisions.
- Opportunities for continuous professional development and training to enhance your skills.
- A supportive, collaborative, and professional work environment.
- The chance to make a tangible contribution to a vital community healthcare service.
- Free on-site parking facilities for convenience.
How to Apply
Interested candidates are invited to submit their comprehensive CV and a well-crafted cover letter detailing their relevant experience and why they are a suitable fit for this pivotal role at Bethlehem Medical Centre. Please click on the link below to apply.
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