Clinical Admin Assistant

Al Salama Hospital; Makkah Region; On-site; SAR 48,000 - 120,000; Full time

Job summary

A healthcare facility is seeking an experienced Administrative Support professional to manage office operations, provide clerical assistance, and deliver excellent customer service. The ideal candidate will have a diploma, 3 years of relevant experience, and strong Microsoft Office skills. Responsibilities include maintaining departmental records, coordinating schedules, and ensuring effective communication across teams. This role requires excellent organization, time-management skills, and the ability to engage positively with stakeholders.

Qualifications

• Minimum of 3 years of experience in a similar administrative or secretarial role.
• Reading comprehension and accuracy in document handling.
• Active listening and collaborative work skills.

Responsibilities

• Maintain and organize departmental files and documentation.
• Coordinate schedules, meetings, and appointments for the department.
• Respond to internal and external customer inquiries professionally.

Skills

Proficiency in computer hardware and software

Strong Microsoft Office skills

Effective communication skills

Strong time-management skills

Organizational skills

Education

Diploma degree in a relevant field

Job description

Main Purpose of the Job Provides administrative and secretarial support to the department with occasional guidance. Responds to customer needs by consulting with others as appropriate or by following established guidelines. Organizes flow of daily operations to ensure service priorities are met.

Key Responsibility Areas

• Administrative Support and Office Management
  • Maintain and organize departmental files, records, and documentation in accordance with established policies.
  • Prepare, format, and edit documents using word processing and other office applications.
  • Assist in designing forms, templates, and office documents as required.
  • Manage incoming and outgoing correspondence, including emails, calls, and official letters.
  • Coordinate schedules, meetings, and appointments for the department.
• Clerical and Secretarial Duties
  • Perform stenography, transcription, and minute-taking during meetings or as assigned.
  • Ensure accurate data entry, filing, and documentation management.
  • Handle photocopying, scanning, printing, and distribution of documents.
  • Support the preparation of reports, presentations, and departmental materials.
• Customer Service and Communication
  • Respond to internal and external customer inquiries professionally and efficiently.
  • Direct queries to the appropriate personnel based on established workflows and guidelines.
  • Maintain positive working relationships with staff, visitors, and stakeholders.
• Workflow Coordination
  • Support day-to-day departmental tasks to ensure service priorities and deadlines are met.
  • Coordinate with other teams or departments to facilitate communication and task completion.
  • Monitor office supplies and ensure timely replenishment.
• Compliance and Quality Support
  • Maintain confidentiality and ensure secure handling of departmental information.
  • Follow hospital policies, administrative procedures, and quality standards.
  • Support departmental quality initiatives, documentation audits, and process improvements when required.

Requirements, Skills, and Qualifications

• Diploma degree in a relevant field.
• Minimum of 3 years of experience in a similar administrative or secretarial role.
• Proficiency in computer hardware and software.
• Strong Microsoft Office skills (Word, Excel, PowerPoint, Outlook).
• Effective communication skills (verbal and written).
• Strong time-management and organizational skills.
• Reading comprehension and accuracy in document handling.
• Active listening and the ability to work collaboratively.