Junior Back Office Administrator

Joint Space; Dubai; On-site; AED 60,000 - 90,000; Full time

Job summary

Joint Space seeks a highly organized Junior Back Office Administrator to support daily clinic operations in a Dubai-based multidisciplinary practice. You will manage WhatsApp communications, data processing, reporting, patient reactivations, and confidential administrative tasks while maintaining accuracy and professionalism.

The role focuses on back-office activities to enable the front desk to deliver an exceptional patient experience, with emphasis on data integrity, CRM usage, and efficient

Qualifications

• Proven experience in an administrative or office support role.
• Excellent Excel skills including formulas, sorting, filtering, data validation, and reporting.

Responsibilities

• Handle WhatsApp inquiries and respond professionally.
• Monitor administrative emails and perform data entry, extraction and report generation.
• Maintain accurate patient and clinic records and prepare reports for management.
• Organize digital files and documentation; support appointment confirmations and follow-ups.
• Provide back-office support to the reception team and ensure data accuracy across systems.

Skills

Microsoft Excel

Microsoft Office

Data entry

Confidentiality

Time management

Communication skills

English proficiency

Tools

CRM systems

WhatsApp Business

Job description

Joint Space Polyclinic LLC is a multidisciplinary medicalclinic, movement space and educational hub based in Alserkal Avenue, Dubai,UAE.

Each patient has their own individual biologicallandscape, and as such, the philosophy of Joint Space requires eachpractitioner to approach their patient as a unique individual requiring anin-depth understanding from many perspectives. The environment of Joint Spacehas been shaped in such a way to provide patients the opportunity to understandtheir bodies and to learn how to develop longevity in their health throughsupporting clinical modalities, movement practices and education.

The core practices and focus of Joint Space are physicaltherapies such as Osteopathic medicine, Physiotherapy, Chiropractic medicine,practices such as Naturopathic medicine, Functional medicine and Regenerativemedicine, movement, wellness and sports performance practices, and educationfor patients and healthcare professionals.

Job Summary

We are looking for a highly organized and detail-oriented Junior Back Office Administrator to support the clinic's daily administrative operations. This role willfocus on handling administrative tasks that currently occupy the frontdesk team, allowing reception staff to dedicate more time to deliveringan exceptional patient experience.

Thesuccessful candidate will be responsible for managing WhatsAppcommunications, administrative data processing, reporting, patientreactivations, phone calls, and general administrative support whilemaintaining accuracy, professionalism, and confidentiality.

Key Responsibilities

Administrative Support

• Manage and respond to WhatsApp inquiries in a timely and professional manner.
• Monitor and respond to administrative emails.
• Perform data entry, data extraction, and report generation using Microsoft Excel and other Microsoft Office applications.
• Maintain accurate patient and clinic records.
• Prepare administrative reports as requested by management.
• Organize and maintain digital files and documentation.
• Contact inactive patients via WhatsApp and telephone to encourage rebooking and follow-up appointments.
• Assist with appointment confirmations and administrative follow-ups.
• Support patient communication while maintaining a high level of professionalism and confidentiality.

Operational Support

• Handle administrative phone calls and route queries appropriately.
• Assist the reception team with non-patient-facing administrative tasks.
• Ensure data accuracy across clinic systems.
• Support process improvements and administrative efficiency initiatives.
• Assist with additional back-office duties as assigned.

Requirements

Requirements

Required Skills & Qualifications

• Previous experience in an administrative or office support role.
• Excellent Microsoft Excel skills, including formulas, sorting, filtering, data validation, and report preparation.
• Strong proficiency in Microsoft Office (Word, Outlook, Excel, PowerPoint).
• Good written and spoken English.
• Excellent organizational and time management skills.
• High level of accuracy and attention to detail.
• Ability to prioritize multiple tasks and meet deadlines.
• Professional communication skills.
• Ability to maintain confidentiality.

Preferred

• Experience working in a healthcare or clinic environment.
• Experience using CRM or patient management systems.
• Experience handling WhatsApp Business communications.