Receptionist/ Admin assistant/ Operation executive

Synergy Medica multi-speciality Hospital; Chennai; On-site; INR 800,000 - 1,200,000; Full time

Job summary

Synergy Medica multi-speciality Hospital is seeking an experienced Hospital Administrator to oversee daily operations, front-office activities, and administrative tasks. The role requires coordinating doctors, nursing staff, and support departments to ensure smooth patient flow and service delivery.

The ideal candidate has extensive experience in hospital administration, strong communication skills, and a patient-centric approach.

Qualifications

• Graduate in any discipline; BBA, B.Com, BA, or equivalent preferred.
• 14 years of experience in hospital administration, operations, front office, or customer service.
• Proficiency in MS Office (Word, Excel, PowerPoint) and email communication.
• Basic knowledge of hospital operations and patient management systems (HMS).
• Strong organizational, multitasking, and coordination skills.
• Ability to handle patients, visitors, and staff professionally.
• Good problem-solving and time-management abilities.
• Attention to detail and confidentiality of patient information.

Responsibilities

• Hospital Operations: Coordinate and monitor day-to-day hospital operational activities; ensure smooth coordination between doctors, nursing staff, front office, housekeeping, and other departments; monitor patient flow and support appointment scheduling; assist in maintaining records and documentation; follow SOPs and service standards; coordinate with vendors for routine requirements; escalate operational issues as needed.
• Administrative Responsibilities: Handle daily admin and office management; maintain files, registers, reports, and official documents; prepare emails, letters, notices, presentations, and basic MIS reports; manage appointments and internal communications; maintain staff attendance records; support management tasks; ensure supplies and resources are maintained.
• Reception & Front Office Management: Welcome patients and visitors; handle incoming calls and inquiries; manage appointments and front desk documentation; guide patients on services and timings; coordinate with doctors regarding appointments; maintain visitor records; handle complaints professionally; maintain a welcoming, patient-friendly environment.

Skills

Graduate

14+ yrs exp

Communication skills

MS Office

HMS knowledge

Organizational skills

Front desk handling

Confidentiality

Time management

Education

Bachelor's degree or equivalent

Tools

MS Office

Job description

Required Skills & Qualifications

• Graduate in any discipline (BBA, B.Com, BA, or equivalent preferred).
• 14 years of experience in hospital administration, operations, front office, or customer service.
• Good communication and interpersonal skills.
• Proficiency in MS Office (Word, Excel, PowerPoint) and email communication.
• Basic knowledge of hospital operations and patient management systems (HMS).
• Strong organizational, multitasking, and coordination skills.
• Ability to handle patients, visitors, and staff professionally.
• Good problem-solving and time-management abilities.
• Attention to detail and ability to maintain confidentiality of patient information.

Key Responsibilities

1. Hospital Operations

• Coordinate and monitor day-to-day hospital operational activities.
• Ensure smooth coordination between doctors, nursing staff, front office, housekeeping, and other departments.
• Monitor patient flow and support efficient patient registration and appointment scheduling.
• Assist in maintaining operational records, reports, and documentation.
• Follow hospital policies, standard operating procedures (SOPs), and service standards.
• Coordinate with vendors and service providers for routine operational requirements.
• Identify operational issues and escalates them to the concerned department or management.

2. Administrative Responsibilities

• Handle daily administrative and office management activities.
• Maintain files, registers, reports, and other official documentation.
• Prepare emails, letters, notices, presentations, and basic MIS reports.
• Manage appointments, meetings, schedules, and internal communication.
• Maintain staff attendance records and assist with administrative coordination.
• Support management in daily administrative tasks and special assignments.
• Ensure proper maintenance of office supplies and administrative resources.

3. Reception & Front Office Management

• Welcome and attend to patients, visitors, and attendants professionally.
• Handle incoming calls, patient enquiries, and direct them to the appropriate departments.
• Manage patient appointments, registrations, and basic front desk documentation.
• Guide patients regarding hospital services, consultation timings, and available facilities.
• Coordinate with doctors and concerned departments regarding patient appointments.
• Maintain visitor records and ensure proper front desk management.
• Handle patient concerns and complaints politely and escalates them when required.
• Maintain a professional, welcoming, and patient-friendly environment.

Required Skills & Qualifications

• Graduate in any discipline (BBA, B.Com, BA, or equivalent preferred).
• 14 years of experience in hospital administration, operations, front office, or customer service.
• Good communication and interpersonal skills.
• Proficiency in MS Office (Word, Excel, PowerPoint) and email communication.
• Basic knowledge of hospital operations and patient management systems (HMS).
• Strong organizational, multitasking, and coordination skills.
• Ability to handle patients, visitors, and staff professionally.
• Good problem-solving and time-management abilities.
• Attention to detail and ability to maintain confidentiality of patient information.

Preferred Candidate Profile

• Experience working in a hospital, clinic, diagnostic centre, or healthcare organization.
• Professional attitude with a patient-centric approach.
• Ability to work independently as well as coordinate with different teams.
• Flexible and adaptable to hospital working schedules.
• Strong ownership, accountability, and willingness to learn.