Admin Co-ordinator & Personal Assistant - Medical Practice - Blouberg Cape Town

Introduction

The Admin Co-ordinator & Personal Assistant keeps the non-clinical side of the medical practice organised, consistent and professionally managed. The role combines hands-on operational co-ordination with executive support to the Medical Director and requires strong ownership, follow-through and attention to detail

Duties & Responsibilities

Co-ordinate practice administration, SOPs, meeting records, action tracking, databases, digital filing and general operational support

Support accurate, confidential management of practice, patient and media records, including consent, privacy and compliance requirements

Administer the e-Commerce platform, including product listings, queries, orders, promotions, stock alignment and basic sales reporting

Co-ordinate Training Academy enquiries, bookings, delegate communication, event logistics, documentation, consumables and post-event administration

Liaise with the marketing agency and support consistent implementation of practice and Training Academy campaigns

Provide PA support to the Medical Director, including diary and email management, correspondence, reports, meetings, travel, events, professional registrations and confidential tasks

Desired Experience & Qualification

Preferred Experience

Approximately 3-5 years’ experience in administration co-ordination, office or practice operations, executive assistance or a comparable multi-functional role

Experience in a medical, healthcare, aesthetics or professional-services environment would be preferred

Practical exposure to e-Commerce, marketing or social media co-ordination, event or training logistics, supplier liaison, SOPs and digital record management

Exposure to basic financial administration, stock administration, reporting or sales tracking

Preferred Qualifications and Technical Capability

Grade 12; a relevant certificate or diploma in Business Administration, Office Management, Project Co-ordination, Marketing or a related field

Strong computer literacy, including Microsoft Office and Google Workspace; experience with practice-management systems is beneficial

Strong written English and the ability to prepare professional correspondence, reports, presentations and meeting minutes

Candidate Profile

Highly organised, accurate and able to manage competing priorities and deadlines

Proactive, solutions-focused and comfortable taking ownership of systems and follow-up

Professional and trustworthy when handling sensitive information

A clear communicator who works effectively with practice owner, team members, suppliers and external service providers