Administrative Assistant

About the role

We are looking for a detail‑oriented Administrative Assistant to support allied health service delivery. The role involves managing waitlists, coordinating referrals, and providing daily administrative support to ensure smooth operations.

Key responsibilities

• Manage assigned waitlists and actively progress referrals each day.
• Contact participants and stakeholders by phone, SMS, and email while maintaining accurate communication records.
• Monitor delays, identify risks, and escalate unresolved matters to managers and clinicians.
• Respond to enquiries within required timelines and provide updates through resolution.
• Coordinate schedules with clinicians, managers, funding requirements, and participant preferences.
• Maintain accurate participant records and support onboarding and intake processes.
• Collaborate with clinical and operations teams to improve service delivery.
• Remain available on the 8×8 phone system during working hours, as required.

Required profile

• Strong administrative and communication skills.
• Ability to manage multiple tasks and meet deadlines.
• Excellent attention to detail and accurate documentation skills.
• Experience in scheduling, customer support, healthcare administration, or coordination is preferred.
• Minimum internet speed of 20 Mbps.
• Ability to work Monday–Friday, 6:00 AM–3:00 PM PHT.
• Strong knowledge of administrative operations, record management, customer communication, enquiry handling, scheduling coordination, and workflow management.