Administrative Officer / Front Desk Staff

Industry: Healthcare (Diagnostic Services)
Location: Utako Phase 2, Abuja
Employment Type: Full-Time
Experience Level: 3 – 5 Years
Salary: ₦250,000 – ₦450,000 Monthly

ROLE OVERVIEW

The Administrative Officer / Front Desk Staff serves as the first point of contact for patients, referring clinicians, and visitors at the facility. The role is responsible for delivering exceptional front office and administrative support, ensuring seamless patient flow, accurate documentation, efficient scheduling, and a professional patient experience from arrival to discharge.

KEY RESPONSIBILITIES

1. Front Desk & Patient Reception

• Receive and attend to patients in a professional, courteous manner
• Verify patient information, referrals, and identification documents
• Direct patients appropriately within the facility
• Manage patient flow and maintain an organised waiting environment

2. Appointment Scheduling & Coordination

• Manage appointment bookings via walk-in, phone, WhatsApp, and email
• Schedule imaging and clinic appointments efficiently
• Provide patients with pre-examination instructions where necessary
• Coordinate with clinical staff to optimise scheduling and workflow

3. Billing, Payments & Reconciliation

• Generate invoices and process payments (cash, POS, transfers)
• Issue receipts and maintain accurate financial records
• Perform daily reconciliation of payments and report discrepancies
• Liaise with finance unit on billing-related issues

4. Customer Service & Enquiries

• Respond promptly to patient and provider enquiries
• Provide accurate information on services, pricing, and procedures
• Escalate clinical or technical enquiries to appropriate professionals
• Ensure empathetic, respectful, and professional communication at all times

5. Administrative & Records Management

• Register patients into Radiology Information Systems (RIS) or Electronic Medical Records (EMR)
• Maintain accurate and up-to-date patient records (digital and physical)
• File and manage referral forms, reports, and documentation
• Support report dispatch via email, print, or digital platforms

6. Referral & Provider Liaison

• Communicate effectively with referring clinicians regarding bookings and reports
• Track incoming referrals and ensure proper documentation and follow-up

7. Facility & Operational Support

• Ensure reception area is clean, organised, and well-maintained
• Monitor and manage front desk consumables and stationery supplies
• Support basic operational coordination within the facility
• Assist in capturing walk-in leads for service improvement and marketing purposes

8. Compliance & Confidentiality

• Maintain strict patient confidentiality in line with healthcare standards
• Adhere to facility SOPs, policies, and operational guidelines
• Ensure proper documentation for audit and regulatory compliance

QUALIFICATIONS & REQUIREMENTS

• Minimum of OND / HND / Bachelor's Degree in any relevant discipline
• 3 – 5 years' experience in a healthcare facility, diagnostic centre, or customer-facing administrative role
• Experience in billing, scheduling, or front desk operations is an added advantage
• Strong computer literacy (MS Office, basic systems, WhatsApp communication tools)
• Excellent communication, organisation, and interpersonal skills
• Ability to multitask and remain calm under pressure in a fast-paced clinical environment

SKILLS & COMPETENCIES

• Strong customer service orientation
• Attention to detail and accuracy
• Organisational and time management skills
• Professional communication skills
• Problem-solving and conflict management ability
• Basic financial handling and reconciliation skills
• Team collaboration and adaptability

HOW TO APPLY

Interested and qualified candidates should send their CV to:

hiring@mysigma.io

Subject Line: Administrative Officer – Utako Abuja Applicat