Gqeberha, South Africa

Mandela; Gqeberha; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Nelson Mandela University is seeking an experienced administrator to provide comprehensive clerical support to the South Campus University Psychology Training Clinic (UCLIN). You will manage reception, handle inquiries, and assist with appointment scheduling for trainees and supervisors, ensuring privacy and accuracy in records.

The role requires strong communication, confidentiality, and organisational skills as part of a busy clinical training environment.

Qualifications

• Matric and a certificate or diploma in Office Administration, Secretarial Studies, or related field.
• 2+ years administrative or receptionist experience, preferably in healthcare/counselling.
• Proficiency in Microsoft Word, Excel, and Outlook.

Responsibilities

• Provide administrative and reception support to the UCLIN Psychology Training Clinic.
• Manage clinic reception area and patient enquiries (phone, email, in person).
• Assist with scheduling client appointments for training professionals and supervisors.

Skills

Administrative skills

Reception/front desk

Confidentiality

Scheduling

Data entry & record keeping

Customer service

Interpersonal communication

Education

Certificate/Diploma in Office Administration/Secretarial Studies

Tools

Microsoft Office

Job description

Nelson Mandela University reserves the right not to make an appointment. In considering candidates for appointment into the advertised posts, preference will be accorded to persons from a designated group in accordance with the approved Nelson Mandela University Employment Equity Plan

CORE PURPOSE OF JOB

The incumbent is expected to deliver a comprehensive administrative and secretarial function to the South Campus University Psychology Training Clinic (UCLIN), to ensure the efficient and effective functioning of the clinic.

KEY PERFORMANCE AREAS

Internal support

• Provide administrative and reception support to the UCLIN Psychology Training Clinic.
• Manage the clinic reception area and patient enquiries (telephonic, email and in-person).
• Assist with scheduling of client appointments for training professionals and supervisors.
• Maintain confidential client files and records in accordance with POPIA and university policies.
• Assist with clinic intake procedures, including receiving new referrals and capturing patient information.
• Maintain and update clinic databases, booking systems and waiting lists.
• Assist the clinic director and clinical supervisors with administrative tasks related to clinic operations.
• Prepare basic clinic reports, statistics and administrative documentation when required.
• Support the coordination of student clinical training activities where relevant.
• Manage general office operations and financial administration within the clinic (stationery, printing, supplies etc).

External support

Interact with students and members of the public, clients, customers on a daily basis Render assistance and referring them to the relevant professionals

Communicate and liaise with external service providers as and when required

CORE COMPETENCIES

1. Strong administrative (including financial administration) and reception skills.
2. Excellent interpersonal and communication skills, particularly when interacting with vulnerable clients.
3. Ability to maintain strict confidentiality and work with sensitive information.
4. Strong organisational skills and ability to manage appointment systems and multiple schedules.
5. Ability to work effectively in a busy clinical training environment with students and supervisors.
6. Attention to detail and accuracy in record keeping and data capturing.
7. Ability to handle sensitive or distressed clients with professionalism and empathy.
8. Good computer literacy, including Microsoft Office and database/booking systems.
9. Ability to work independently and manage competing administrative demands.

POST REQUIREMENTS

To be considered for this post, candidates must meet the following non-negotiable requirements:

1. Matric PLUS a certificate or diploma in Office Administration, Secretarial Studies, Communication or related field.
2. At least two years’ administrative or receptionist experience, preferably in a healthcare, counselling or client-service environment.
3. Demonstrated proficiency in Microsoft Office (Word, Excel, Outlook).
4. Experience managing appointments, client enquiries and office administration tasks.
5. Strong written and verbal communication skills.

Added advantage

• Experience working in a healthcare, counselling or psychology practice.
• Experience working in a university or training clinic environment.
• Familiarity with confidential record management and POPIA compliance.

ADDITIONAL INFORMATION

Applicants are to submit a cover letter or detail on their CV exactly how their skills match the post requirements, provide an updated CV, copy ID and certified copies of their completed qualifications.

Please note that no late applications will be accepted.