Administrative Specialist

Healthagon; Dubai; On-site; AED 120,000 - 160,000; Full time

Job summary

A healthcare facility in Dubai seeks an Administrative Specialist responsible for managing daily administrative tasks and ensuring compliance with DHA regulations. The ideal candidate will have at least 3 years of experience in UAE healthcare, strong knowledge of licensing procedures, and excellent organizational skills. Responsibilities include managing clinic documentation, supporting HR processes, and liaison with external authorities. Proficiency in English is essential, and familiarity with Arabic is advantageous.

Qualifications

• Minimum 3 years of experience in administrative or operations roles in a UAE healthcare setting.
• Strong knowledge of DHA licensing procedures, health regulations, and inspection processes.
• Familiarity with UAE labor law and medical insurance procedures.
• Excellent spoken and written English; Arabic is a strong advantage.

Responsibilities

• Manage DHA licensing, renewals, and audits for clinical staff.
• Maintain organized clinic documentation including contracts and patient forms.
• Assist in onboarding and offboarding procedures.
• Serve as a liaison with external bodies for renewals and submissions.

Skills

DHA licensing procedures

Microsoft Office

Document control tools

English proficiency

Organizational skills

Job description

The Administrative Specialist is a key operational support role responsible for managing daily administrative tasks, ensuring DHA compliance, coordinating with HR and licensing authorities, and supporting the overall function of the clinic. The ideal candidate is organized, resourceful, understands healthcare operations in the UAE, and thrives in a fast-paced environment.

Key Responsibilities

DHA Compliance & Licensing

• Handle DHA licensing, renewals, audits, and inspection readiness for all clinical staff and the facility.
• Ensure all clinical records, systems, and protocols meet DHA and MOH regulatory requirements.
• Maintain up-to-date records of all staff DHA registrations, CME, and professional development logs.
• Assist in preparing documentation for annual DHA audits or surprise inspections.

Administrative Operations

• Maintain organized clinic documentation, including contracts, patient registration forms, consent forms, and HR files.
• Support front desk operations with scheduling system oversight, patient database updates, and follow-up protocols.
• Assist the Clinic Manager in clinic-wide communication, reporting, and process improvements.
• Manage internal document control systems (soft and hard copy filing).

HR Support (Optional / Preferred)

• Assist in onboarding and offboarding procedures (paperwork, document verification, system setup).
• Maintain and update employee records, leave balances, visa renewals, and performance documents.
• Help coordinate interviews, candidate communication, and recruitment scheduling.

Coordination & External Liaison

• Serve as the liaison between the clinic and external bodies (DHA, Emirates ID centers, insurance companies, courier services, etc.).
• work with PROs, accountants, vendors, and government portals for renewals and submissions.

Requirements

• Minimum 3 years of experience in administrative or operations roles, ideally in a UAE healthcare or medical setting.
• Strong knowledge of DHA licensing procedures, health regulations, and inspection processes.
• Familiarity with UAE labor law basics, medical insurance procedures, and clinic operations.
• Proficient in Microsoft Office and document control tools.
• Excellent spoken and written English (Arabic is a strong advantage).