Junior Back Office Administrator

About Joint Space Polyclinic LLC

Joint Space Polyclinic LLC is a multidisciplinary healthcare center and learning hub situated in Alserkal Avenue, Dubai. The clinic's philosophy centers on personalized patient care, recognizing each individual's unique biological makeup. The clinic offers a variety of physical therapies including Osteopathy, Physiotherapy, Chiropractic care alongside Naturopathic, Functional, and Regenerative medicine. It also emphasizes movement, wellness, sports performance, and professional education.

Job Summary

The clinic seeks a meticulous and well-organized Junior Back Office Administrator to streamline daily administrative functions, relieving the front desk team to focus more on enhancing patient interactions. Responsibilities include managing communications via WhatsApp, handling administrative data, reporting, reactivating patients, answering telephone queries, and providing general administration while ensuring precision, confidentiality, and professional conduct.

Key Duties

• Respond promptly and professionally to WhatsApp messages.
• Monitor and reply to administrative email correspondence.
• Perform data entry, extraction, and generate reports using Microsoft Excel and other Office tools.
• Maintain precise patient and clinic records and organize digital files.
• Prepare requested administrative reports for management.
• Reach out to inactive patients through WhatsApp and phone to encourage follow-ups and rebooking.
• Assist with appointment confirmations and administrative follow-ups.
• Manage administrative phone calls and direct queries appropriately.
• Support reception team with behind-the-scenes administrative work.
• Ensure data integrity in all clinic systems.
• Contribute to process improvements and enhance administrative efficiency.
• Undertake additional assigned back-office responsibilities.

Qualifications and Skills

• Prior experience in an administrative or office support capacity.
• Advanced Microsoft Excel expertise including formula application, data sorting, filtering, and report creation.
• Proficient in Microsoft Office suite: Word, Outlook, Excel, and PowerPoint.
• Strong written and verbal English communication skills.
• Excellent organizational abilities and adept time management.
• High accuracy and meticulous attention to detail.
• Capability to manage multiple priorities and meet deadlines.
• Professional communication and confidentiality adherence.
• Preferred experience in healthcare settings and familiarity with CRM or patient management systems.
• Experience managing WhatsApp Business communications is advantageous.

Core Competencies

• Strong administrative aptitude.
• Detail-oriented mindset.
• Analytical and problem-solving capabilities.
• Effective communicator and team collaborator.
• Ability to work autonomously and maintain a customer-service focus.