job description
Join National University Polyclinics as a Senior/Executive Assistant in our dynamic Dental Services department. This is a unique opportunity to provide high-level administrative support in a fast-paced, patient-centered environment. As the backbone of our dental operations, you will ensure seamless coordination between clinical staff, patients, and management, enabling the delivery of exceptional healthcare services.
Based in the vibrant and culturally rich region of Bali, this role offers the perfect blend of professional growth and an unparalleled work-life balance. Whether you're supporting complex scheduling, managing confidential records, or facilitating communication across departments, your organizational expertise will directly contribute to the efficiency and success of our dental practice.
If you thrive in a challenging yet rewarding administrative role and are passionate about healthcare support, we invite you to apply and become an integral part of our mission to deliver excellence in dental care.
Responsibility
- Manage and coordinate the daily administrative operations of the dental department, ensuring smooth workflow and timely service delivery.
- Handle complex scheduling for dental appointments, consultations, and follow-ups, optimizing patient flow and minimizing wait times.
- Prepare and maintain confidential patient records, clinical reports, and administrative documentation with meticulous attention to detail.
- Act as the primary liaison between dental professionals, patients, and external stakeholders, ensuring clear and professional communication.
- Oversee inventory management for dental supplies and equipment, coordinating procurement and tracking usage to avoid shortages.
- Assist in the preparation of budgets, financial reports, and expense tracking for the dental services department.
- Organize and facilitate meetings, workshops, and training sessions for dental staff, including agenda preparation and minute-taking.
- Implement and maintain efficient filing systems, both digital and physical, to ensure easy retrieval of critical documents.
Qualifications
- Minimum 5 years of experience as a Senior or Executive Assistant, preferably in a healthcare or dental setting.
- Proven ability to manage multiple priorities in a fast-paced environment with strong organizational and time-management skills.
- Excellent written and verbal communication skills in English, with the ability to interact professionally with diverse stakeholders.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with healthcare management software or electronic health records (EHR).
- High level of discretion and integrity when handling sensitive patient information and confidential documents.
- Strong problem-solving skills and the ability to anticipate needs, providing proactive support to the dental team.
- Diploma or Bachelor’s degree in Business Administration, Healthcare Management, or a related field is preferred.
- Familiarity with medical terminology and dental procedures is a plus.