Senior Administrative Assistant at NWU – Apply Now!

About the Role

North-West University (NWU), based in Pretoria, is seeking a highly skilled and detail-oriented Senior Administrative Assistant to manage the full spectrum of administrative operations for its Paediatric Neurology satellite practice.

This is an excellent opportunity for a seasoned administrative professional with experience in medical practice management, looking to contribute meaningfully within a prestigious academic and healthcare environment.

Key Responsibilities

You will play a pivotal role in ensuring the efficient functioning of the practice. Your duties will include:

General Administration & Coordination

• Organizing and attending CHHP and NWU meetings.

• Managing day-to-day operations of the Paediatric Neurology office.

• Maintaining electronic files and supporting documentation on ZOHO.

• Ensuring compliance with ICD-10 coding for chronic conditions and application outcomes.

Practice Management

• Coordinating Prof. Lamb’s diary to balance academic, research, and patient care responsibilities.

• Booking client appointments and managing the waiting list system.

• Preparing and managing prescriptions, including repeat prescriptions.

• Billing clients via the Panacea practice management system.

• Handling age analysis, financial reporting, and liaising with hospitals, doctors, and medical aids.

Quality Control & Compliance

• Upholding high standards of hygiene and safety within the workspace.

• Supporting health and safety protocols (OHS compliance).

• Maintaining compliance with NWU’s Standard Operating Procedures (SOPs).

Client & Team Interaction

• Engaging with clients, managing queries, and providing professional customer service.

• Acting as a liaison between the CHHP Potchefstroom team and the ZAH satellite office.

• Ensuring confidentiality and sensitivity in handling patient information.

Minimum Requirements

• Education:

  • Grade 12 (NQF Level 4)

  • Executive Assistant / Secretary / PA Certification (NQF Level 4) with training in Medical Practice, Office Practice, Communication, and Information Processing.

• Experience:

  • Minimum 2 years in a specialist medical practice.

  • 2 years of experience using Panacea billing system (advantageous).

  • 2 years of experience with ZOHO e-file management (advantageous).

Competencies

Technical

• Proficiency in Microsoft Word, Excel, Outlook, Internet.

• Experience with Panacea and ZOHO systems.

• Data capturing and records management skills.

Communication & Organization

• Bilingual (English + one other SA language such as Afrikaans, Tswana, or Sotho).

• Excellent written and verbal communication.

• Diary coordination and scheduling skills.

Behavioural

• Strong integrity and ethical handling of confidential information.

• Professional demeanor, self-motivated, and detail-oriented.

• Ability to work independently and in a team.

• Excellent problem-solving and interpersonal skills.

Why Join NWU?

At NWU, you’ll become part of a forward-thinking institution that merges academic excellence with high-quality healthcare service delivery. This role offers exposure to both administrative and medical fields while contributing to impactful paediatric neurological care and research.

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💡 TIPS FOR YOUR CV – Tailored for This Role:

1. Highlight Medical Practice Experience
   Emphasize your role in specialist or general medical practices, especially tasks like billing, scheduling, and liaising with medical professionals.

2. Mention Relevant Systems
   Include experience with Panacea and ZOHO. Even familiarity with similar systems can give you an edge.

3. Showcase Communication Skills
   Include examples of client or patient communication, bilingual proficiency, and collaboration with healthcare teams.

4. Proof Your Professionalism
   Detail your ability to manage confidential information, meet deadlines, and handle high-pressure environments with emotional stability.

5. Use Action Words
   Start bullet points with verbs like “coordinated,” “managed,” “executed,” or “implemented” to convey impact and initiative.

🔗 Company Website: https://www.nwu.ac.za