Administrator (Part-Time)

About the Role

PrimaMed is seeking a reliable, organised and flexible part-time Administrator to join our team. The successful candidate will play an important role in supporting the smooth day-to-day operations of the clinic through administrative, stock management and basic accounting-related duties.

The role also requires providing reception and patient support when needed, ensuring that patients receive a professional, friendly and welcoming service at all times.

Key Responsibilities

1. Store Organisation and Inventory Management

• Organise and maintain the clinic's stores to ensure efficient access to supplies.
• Conduct regular inventory checks and maintain accurate stock records.
• Monitor stock availability and coordinate restocking as required.
• Monitor and manage expiry dates of items, including point-of-care testing kits, vaccines and other medical supplies.

2. Stock Control and Order Processing

• Record all incoming and outgoing stock transactions accurately.
• Maintain and update stock tracking sheets and other relevant records.
• Replenish consultation rooms with requested items in accordance with established procedures.
• Coordinate the ordering process, including contacting suppliers and agents for quotations.
• Conduct monthly stocktakes for retail products and reconcile stock discrepancies.
• Check deliveries against purchase orders, update stock records and ensure items are stored appropriately.
• Record blood test follow-ups in the relevant blood directory.
• Order and reserve vaccines as required.

3. Administrative and Financial Support

• Assist with cash handling, cash reconciliation and bank deposits.
• Maintain accurate records of invoices, receipts and financial transactions.
• Assist with posting transactions in Xero, processing supplier payments and preparing monthly financial reports.
• Maintain and update orders, stock data and relevant website information.
• Assist with roster preparation and payroll processing.
• Track and document Continuing Professional Development (CPD) hours.
• Ensure that administrative records and documentation are maintained accurately and kept up to date.

4. Medical Records and Documentation

• Update patient files with relevant information, including MLS test results, in a timely and accurate manner.
• Activate, manage and follow up on My Health forms as required.
• Handle patient information confidentially and in accordance with the clinic's data protection procedures.

5. Reception and Patient Support

• Cover reception duties when required, including during staff absences, breaks or periods of increased workload.
• Welcome patients, assist with enquiries and provide professional customer service in person and over the telephone.
• Manage appointments, bookings and patient communications using the clinic's systems.
• Process payments and assist with other front-desk duties as necessary.
• Ensure a smooth and positive patient experience while maintaining confidentiality andb professionalism.

6. General Duties

• Provide administrative support to management and other team members as required.
• Assist with additional operational tasks relevant to the role, according to the clinic's needs.
• Work collaboratively with the team to support the efficient running of PrimaMed.

Qualifications and Skills

• Excellent verbal and written communication skills in both Maltese and English.
• Strong organisational skills, with excellent attention to detail and accuracy.
• Good customer care and interpersonal skills, with a friendly, professional and welcoming approach.
• Good computer literacy, including proficiency in Microsoft Office, particularly Excel, and the ability to learn new software systems.
• A good understanding of basic accounting procedures and experience in invoice management and record-keeping will be considered an asset.
• Knowledge of Xero or similar accounting software will be considered an asset.
• Ability to multitask, prioritise responsibilities and adapt to changing operational needs.
• Previous administrative experience is preferred; experience in a healthcare setting will be considered an advantage.
• Knowledge of medical terminology or experience with basic diagnostic tests will be considered an asset.
• Ability to handle confidential information responsibly and professionally.
• A proactive attitude, with the ability to work independently and as part of a team.
• Reliability, punctuality, flexibility and a strong sense of responsibility.

What We Are Looking For

We are looking for someone who is dependable, organised and willing to take initiative. The ideal candidate will be comfortable balancing administrative and stock-related responsibilities with reception duties when needed, while maintaining PrimaMed's standards of professionalism, efficiency and patient care.

Employment Type: Part-time, with flexibility required to meet the operational needs of the clinic.