We are seeking two proactive, adaptable, and professional Administrator to join a dynamic and hardworking team within the medical industry. The team has recently undergone significant changes and is looking for dedicated individuals who can bring structure, reliability, and energy to a busy environment serving private patients.
This is a high-impact, fast-paced role requiring strong communication skills, patience, and a passion for improving the patient journey. The successful candidates will support day-to-day coordination, cancellations, and clinic scheduling, helping people access essential healthcare services without unnecessary delays.
Administrator responsibilities:
* Manage daily clinic worklists and cancellations using Systema Live software.
* Be the first person patients speak to by phone, email, or in person.
* Handle new patient referrals by following set procedures.
* Book appointments based on medical urgency and waiting times, and raise any issues.
* Work with patients to find suitable appointment times, including for urgent needs.
* Send appointment reminders and confirmations on time.
* Always communicate with patients in a polite and professional way.
* Support patients with special needs, like arranging interpreters.
* Keep patients and visitors updated with important information.
* Answer patient questions and pass on more serious concerns to your manager.
* Stay informed about how the service works to book appointments effectively.
* Manage cancellations and waiting lists, updating systems as needed.
* Follow office procedures across different services and contracts.
* Reply to queries on time or escalate them if needed.
* Upload referrals into systems when required.
* Send out medical reports and alert referrers if there are urgent results.
* Hit performance targets
* Support with weekend coverage (1–2 weekends/month).
Skills & experience required:
* Background in healthcare or medical administration (vet/healthcare assistant experience a plus).
* Personality traits: hardworking, patient, professional, flexible, and collaborative.
* Able to pivot quickly when plans change (e.g. scanner downtime, last-minute cancellations).
* Comfortable working in a high-pressure environment with people’s lives on pause.
* Demonstrates purpose-driven work ethic—understands the impact of timely patient care.
Wild Recruitment Ltd T/A First Recruitment Services is acting as an employment agency in relation to this vacancy