Koforidua Clinic Administrative/Secretarial Jobs in Koforidua
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Position Overview
The Office Manager oversees the daily administrative and operational functions of the clinic to ensure efficient service delivery, excellent patient experience, and smooth coordination among clinical and administrative teams. This role requires strong leadership, organizational skills, attention to detail, and the ability to manage people and processes in a dynamic healthcare environment.
Responsibilities
A. Administrative & Operational Management
- Oversee day-to-day front desk and office operations.
- Ensure the clinic is well-organized, clean, and functioning efficiently.
- Maintain office supplies, equipment, and inventory.
- Manage patient flow and scheduling to minimize waiting time.
- Supervise and support front desk staff, administrative assistants, and non-clinical personnel.
- Ensure effective communication between administrative staff and clinical teams.
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B. Human Resource & Staff Coordination
- Coordinate staff schedules, shift assignments, and attendance monitoring.
- Handle onboarding of new administrative staff.
- Support performance reviews, disciplinary processes, and training schedules.
- Promote a positive, collaborative work environment.
C. Patient Relations & Customer Service
- Handle patient inquiries, concerns, and complaints professionally.
- Ensure patients receive courteous, timely, and quality service.
- Oversee patient registration, billing, and appointment bookings.
D. Compliance & Records Management
- Ensure adherence to clinic policies, procedures, and confidentiality guidelines.
- Maintain accurate administrative records and filing systems.
- Ensure compliance with healthcare regulations and standards.
E. Financial & Reporting
- Assist in managing clinic expenses, budgets, and vendor relationships.
- Oversee billing, invoices, payments, and petty cash management.
- Prepare weekly and monthly administrative and financial reports for management.
F. Operational Improvement
- Identify inefficiencies and propose solutions to improve workflow.
- Support implementation of new systems, software, and management processes.
- Ensure continuous improvement in service delivery and office operations.
Qualifications
Education & Experience
- Bachelor’s degree in Business Administration, Healthcare Administration, Management, or a related field.
- Minimum of 2–4 years of administrative or office management experience (healthcare setting preferred).
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Skills
- Strong leadership and people-management skills.
- Excellent communication and interpersonal abilities.
- Strong organizational and multitasking abilities.
- Proficiency in office software (Microsoft Office Suite, scheduling software, electronic medical records systems).
- Ability to work under pressure and handle sensitive information discretely.
- Strong problem-solving and decision-making skills.
Personal Attributes
- Professional, ethical, and reliable.
- Detail-oriented with high standards of accuracy.
- Patient-friendly and service-oriented.
- Strong sense of initiative and responsibility.
Working Conditions
- Office-based role with regular interaction with clinical staff and patients.
- May require occasional extended hours depending on workload or emergencies.
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