Senior Administrative Assistant

Reference Number: nwu_003533
Location: Pretoria (ZAH – likely refers to Zuid-Afrikaans Hospital)
Institution: North-West University (NWU) – Faculty of Health Sciences
Type: Temporary (2-year fixed-term appointment)
Remuneration: Commensurate with level of appointment and NWU policy
Closing Date: 13 June 2025
Start Date: As soon as possible

Purpose of the Position

Manage all administrative functions related to the Paediatric Neurology satellite practice in Pretoria, ensuring smooth day-to-day operations and alignment with NWU's standards.

Key Responsibilities

General Administration

Handle NWU and CHHP meeting coordination
Maintain effective electronic filing (e-filing)
Maintain supplies and ensure tidy, hygienic workspaces

Practice Management at ZAH

Diary planning and appointment scheduling for Prof. Lamb
Manage prescriptions, therapy notes, and medical documentation
Conduct practice billing using Panacea
Maintain ZOHO-based file and waiting list management
Ensure SOP and institutional compliance

Client and Stakeholder Liaison

Liaise with doctors, hospitals, and medical aids
Communicate effectively between CHHP (Potchefstroom) and ZAH (Pretoria)
Manage client-related issues and escalate as needed

Occupational Health & Safety (OHS)

Maintain health and safety standards in all service areas

Minimum Requirements

Education: Grade 12 (NQF Level 4)
Training: Executive Assistant / Secretary / Personal Assistant training
Experience: At least 2 years in a specialist medical practice

Preferred/Added Advantages

2+ years' experience using Panacea (practice management software)
2+ years' experience with ZOHO e-filing system

Technical Skills

Computer literate (Word, Excel, Outlook, Internet, ZOHO, Panacea)
Bilingual: Proficient in English + one other SA language (e.g., Afrikaans, Tswana, Sotho)
Records management, data capturing, scheduling, diary coordination
Medical billing, compliance, time management

Key Behaviours & Soft Skills

Professional, ethical, and self-motivated
Emotionally stable and team-oriented
Excellent communication and client service
Assertive, detail-oriented, and problem-solving ability

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Senior Administrative Assistant