Part Time Admin Assistant (Front Desk)

Heartland Rehab Pte Ltd; Queenstown; On-site; NZD 42,000 - 54,000; Full time

Job summary

Heartland Rehab Pte Ltd is seeking a proactive Administrative Assistant to support our Queenstown clinic operations. You will be the first point of contact for patients, handle appointments, inquiries, and key administrative tasks to ensure a smooth patient experience.

The role requires a diploma or equivalent in a related field and 1–2 years in an administrative or customer service role, preferably healthcare. Strong organisational skills and a warm, patient-focused demeanor are essential.

Qualifications

• Diploma or equivalent qualification in Business Administration, Healthcare Management, or a related field.
• At least 1-2 years of experience in an administrative or customer service role, preferably in a healthcare setting.
• Proficient in Microsoft Office (Word, Excel, Outlook) and clinic management software.

Responsibilities

• Greeting and assisting patients in a friendly and professional manner.
• Manage patient appointments, scheduling and rescheduling.
• Handle patient inquiries via phone, email, and walk-ins.
• Assist patients with registration, payment processing, and insurance claims.
• Maintain accurate patient records and clinic databases.
• Assist in billing, invoicing, and payment collection.
• Coordinate with therapists and support staff to ensure smooth clinic operations.
• Manage inventory of office supplies and clinic essentials.
• Handle general administrative tasks, including filing, data entry, and correspondence.

Skills

Interpersonal skills

Communication skills

Microsoft Office

Clinic management software

Organization

Attention to detail

multitasking

Education

Diploma or equivalent in Business Administration/Healthcare Management

Tools

Microsoft Office

Job description

Working Hours:
Monday to Friday 5pm - 8pm
Saturday 8am - 3pm (with 1 hour lunch break)
Working Location: Queenstown (Alexandra Central Mall)

We are looking for a proactive and detail-orientedAdministrative Assistant to support our clinic operations and ensure a seamlesspatient experience. If you have excellent organizational skills, a positiveattitude, and a passion for healthcare administration, we’d love to hear fromyou!

Role Overview

TheAdministrative Assistantwill beresponsible for handling daily administrative and front-desk duties, ensuringsmooth clinic operations, and providing excellent customer service. You will bethe first point of contact for patients, assisting with appointment scheduling,inquiries, and administrative tasks.

Key Responsibilities

Front Desk & Customer Service

• Greet and assist patients in a friendly and professional manner.
• Manage patient appointments, scheduling, and reschedulingefficiently.
• Handle patient inquiries via phone, email, and walk-ins.
• Assist patients with registration, payment processing, andinsurance claims.

Administrative Duties

• Maintain accurate patient records and clinic databases.
• Assist in billing, invoicing, and payment collection.
• Coordinate with therapists and support staff to ensure smoothclinic operations.
• Manage inventory of office supplies and clinic essentials.
• Handle general administrative tasks, including filing, dataentry, and correspondence.

Clinic Support & Operations

• Ensure a clean and organized reception and waiting area.
• Support clinic events, workshops, and marketing initiatives.
• Liaise with vendors, suppliers, and external partners as needed.
• Assist with any ad-hoc administrative duties as assigned by the management team.

Requirements

• Diploma or equivalent qualification in Business Administration,Healthcare Management, or a related field.
• At least 1-2 years of experience in an administrative or customer service role, preferably in a healthcare or clinic setting.
• Strong interpersonal and communication skills.
• Proficient in Microsoft Office (Word, Excel, Outlook) and clinicmanagement software.
• Organized, detail-oriented, and able to multitask in a faste-paced environment.
• Customer-focused with a warm and approachable demeanor.
• Ability to work independently and as part of a team.
• Must be able to commit as per stated hours above