Medical PA & Practice Co-ordinator – Specialist Dr – Blaauwberg, Cape Town Full Time NEW

About the Job:

The purpose of the PA & Practice Co-ordinator position is to provide dedicated personal and administrative support to the Medical Director and to co-ordinate the day-to-day non-financial administration of the practice, including patient communication standards, practice records and SOPs, the e-Commerce platform, marketing liaison and the Training Academy

Requirements:

• Advanced computer literacy, including MS Office Suite, Google Workspace, booking and practice management software
• Strong planning, organising and time-management skills, with the ability to manage multiple priorities and deadlines accurately
• Excellent attention to detail and strong administrative, record-keeping and reporting abilities
• Excellent written and verbal communication skills, with the ability to communicate professionally with patients, colleagues, service providers and other stakeholders
• Strong initiative, problem-solving and follow-through, with the ability to anticipate needs, resolve routine issues and escalate appropriately
• Adaptability and the ability to manage competing priorities in a busy practice environment
• Strong service orientation with a professional, warm and responsive approach to patients and stakeholders
• Ability to work collaboratively as part of a team
• High level of discretion and confidentiality when handling sensitive patient, personal and business information
• Experience or strong capability in executive diary, travel and correspondence management, minute-taking and business writing
• Knowledge of POPIA-compliant records and database administration
• Experience with e-commerce platform administration and customer order management
• Knowledge of social media and digital marketing co-ordination
• Experience in event, training or logistics co-ordination would be advantageous

Duties & Responsibilities:

• Provide comprehensive personal assistance to the Medical Director, including diary and calendar management, scheduling, correspondence, routine email management, drafting reports and presentations, travel and accommodation arrangements, conference and event logistics, professional membership and CPD tracking, registration renewals, errands and confidential filing
• Manage the Medical Director’s diary to prevent conflicts, ensure commitments are confirmed in advance and prioritise urgent correspondence appropriately
• Coordinate patient communication prior to appointments, including confirming appointments, providing pre-treatment instructions, verifying patient information and accurately recording communications
• Support the Receptionist with patient queries and proactively assist in reducing cancellations, no-shows and delays, while escalating complaints to the Medical Director where required
• Coordinate the segregation, handling, storage and collection of medical and general waste in accordance with practice SOPs and health and safety requirements, including maintaining waste manifests and liaising with the approved waste provider
• Maintain administrative and front-of-house SOPs, including the SOP register, version control, Google Drive storage, annual and incident-related reviews, and circulation of approved updates and notices to staff
• Prepare agendas and take minutes for Medical Director-led meetings, distribute minutes within required timeframes, maintain the central minutes register and follow up on outstanding action items
• Manage patient before-and-after photography records in accordance with consent requirements and POPIA, including correct filing, labelling, storage and regular compliance checks
• Maintain organised and access-controlled digital records and online storage folders, ensuring consistent use across the practice
• Log and follow up on technical issues relating to practice management and patient record systems with relevant vendors
• Maintain accurate patient databases, contact lists, broadcast lists and VIP lists in conjunction with the Receptionist
• Manage the patient recall and reactivation process and prepare quarterly rebooking and retention reports for the Medical Director
• Ensure all patient and practice information is handled securely and in accordance with POPIA and practice policies
• Administer the day-to-day operation of the practice’s e-commerce platform, including product listings, approved pricing, promotions, discount codes, stock alignment and customer data
• Load approved price changes and promotions within required deadlines and ensure online product information is accurate and professionally presented
• Process customer enquiries and orders, confirm payments, track dispatches and proactively communicate delivery updates
• Escalate e-commerce technical issues to the relevant vendor in line with the agreed SLA
• Maintain weekly e-commerce sales tracking and reporting, including the Friday sales tracker and Monday morning sales dashboard, for the Medical Director and Finance & Admin Co-ordinator
• Coordinate practice marketing activity as directed by the Medical Director and act as the day-to-day liaison with the Marketing Agency\
• Coordinate promotions, seasonal campaigns, new services and Training Academy marketing activity, ensuring approved content, photos and information are supplied on time
• Ensure approved promotions are communicated consistently across social media, WhatsApp broadcasts, the e-commerce platform and in-practice channels
• Maintain the promotions calendar and compile monthly campaign performance information for the Medical Director
• Coordinate the administration and logistics of the Training Academy, including responding to enquiries, managing bookings and delegate communication, and liaising with relevant external stakeholders
• Prepare the training venue and conduct equipment and consumable checks prior to training sessions
• Requisition and track Training Academy consumables and kits
• Maintain accurate attendance registers and ensure required records are submitted and filed within the specified timeframes
• Ensure Training Academy administration complies with professional, regulatory and stakeholder requirements
• Prepare quarterly Training Academy activity reports based on agreed metrics
• Maintain accurate, organised and confidential administrative, patient, practice, marketing, e-commerce and Training Academy records across the relevant systems
• Consistently demonstrate professionalism, confidentiality, and attention to detail, effective communication, collaboration, initiative, adaptability and reliable follow-through across all areas of the role

Should you meet the above requirements, we urge you to apply by forwarding your CV along with any supporting documents to info@glass-house.co.za