Office Administrator

4 weeks ago


Cape Town, South Africa Paedspal NPC Full time

VACANCY ADVERT
OFFICE ADMINISTRATOR

Paedspal is a NGO who provides paediatric palliative care services for critically ill children since 2016. Our mission is to ensure the best quality of life for children with life-limiting and life-threatening illnesses, to live as well as possible for as long as possible. Paediatric palliative care is a rapidly developing new approach to care, organised in some places as a medical speciality, to improve the care of children with life-limiting conditions. It is the science and art of lessening physical, psychological, emotional and existential suffering by a multi-disciplinary team that also mobilises existing resources

ROLE AND RESPONSIBILITIES:

- Front office management: Keep reception area organised, neat and tidy. Schedule patient’s appointments in an online diary.

Provide a friendly welcome to all visitors. Prepare refreshments as needed. Answer all incoming calls and take messages where necessary.
- Communication: Manage Paedspal’s WhatsApp line, ensuring all patient messages are responded to timeously.
- Team Support: Provide patient-related admin support as needed. Provide support for patient-related workshops, events and support groups.
- Clinic support: Confirm and coordinate all appointments. Ensure that all patients folders are requested and available for all appointments. Accountable for ensuring hospital folders are returned timeously.
- Transport coordination: Arrange together with the Footprints 4 Sam transport team all patient pickups and drop offs for Paedspal appointments
- Patient Administration: Ensure that all new patients completes all necessary forms, and that a new patient folder is created.

Retrieve and file patient folders. Issuing of patient transport funds.
- Patient data management: Data capture of all patient information on the patient database.
- Private patient administration: Ensure that the correct private patient billing procedure is followed.
- Financial Administration: Assist with recon of the petty cash system and patient transport fund.
- General Facility management: Manage kitchen and stationery office by ensuring that an optimal level of stock is kept at all times.

Assist to maintain and keep the office in optimal condition, according to a checklist.
- Donations Management: Receive and record all incoming in-kind donations and the donor’s details for thank you procedure.

MINIMUM REQUIREMENTS:

- Must have excellent communication skills in Xhosa and English (written and verbal)
- Must have at least 5 years’ administration experience in a professional environment
- Excellent, above average computer skills, including word, excel, and have a good command of online resources
- Must show excellent attention to detail and be able to multi task in a busy environment
- Dynamic, proactive, confident communicator, flexible, and empathetic and well presented
- Clear criminal record, and credit check
- Medical Receptionist experience will be advantageous
- Based in Cape Town

PLEASE NOTE:

- All NGO appointments are on a contract basis which is renewed based on the availability of funding.

Closing date: 8 January 2023

**Salary**: From R8,000.00 per month

**Education**:

- High School (matric) (required)

**Experience**:

- Administrative office procedures, practices and equipment: 5 years (required)

**Language**:

- xhosa (preferred)

Application Deadline: 2023/01/08



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