Administrative Coordinator - UAEN

About This Role

The Administrative Coordinator ensures efficient coordination across clinical operations and corporate support functions. This hybrid role bridges day-to-day healthcare operations and back-office corporate workflows, enhancing patient services and supporting strategic administrative processes. Additionally, he/she will support quality compliance activities, assist in accreditation processes, and maintain confidential records

• Manage and coordinate calendars, meetings, and appointments for the assigned HOD.
• Handle incoming correspondence, emails, and phone calls, ensuring prompt responses and appropriate follow-up.
• Take and distribute meeting minutes, ensuring action points are recorded and followed up.
• Coordinates marketing events and campaigns, including conferences, seminars, and workshops.
• Prepare and format reports, presentations, and official documents as required.
• Organize and maintain confidential records, files, and databases.
• Assist in drafting and reviewing policies, memos, and internal communications.
• Arrange travel, accommodation, and logistics for the executives when required.
• Serve as the point of contact for external stakeholders, including vendors, government entities, and partner organizations, when required.
• Ensure adherence to company policies and confidentiality standards.
• Care for their own and colleagues’ health, safety and wellbeing, and awareness and contribution to the environment.
• Perform any other job assigned by the Head of Department/Supervisor.

Operational & Quality Support

• Assist in tracking compliance with healthcare regulations and quality management standards.
• Support in coordinating internal audits, accreditation activities, and quality improvement initiatives.
• Compile and analyze data related to quality metrics and operational performance.
• Liaise with different departments to ensure timely submission of reports and documents.

Communication

• Exercise good judgment and maintain confidentiality in handling critical and sensitive information, records, and reports.

• Effectively and consistently communicate to administrative personnel and encourage interactive departmental meetings and discussions.

• Communicate the mission, ethics, and goals as well as the focus statement of the department

• Maintain a professional attitude and aptitude towards communication representing the company in every internal or external interaction.

• Occupational Safety and Health Management Systems

• Comply with reasonable OSH instructions, policies and safe working procedures

• Use of appropriate personal protective equipment and safety systems.

• Be familiar with emergency and evacuation procedures

• Not willfully or recklessly endanger anyone’s health and safety

• Assist with the preparation of risk assessments

• Report OSH Hazards, incidents, Near misses and issues

• Reduce, Reuse, Recycling of waste as much as possible

• Attend all OSH Trainings, awareness programs and mock drills.

• Participates in the OSHMS audits, inspections, ensuring standards are maintained

• Bachelor’s degree (preferred)

• Minimum 1–2 years of experience in a similar role

• Excellent administrative and customer service skills

• Proficient in MS Office (Word, Excel, PowerPoint)

• Strong organizational, problem-solving, and communication skills

• Discretion and professionalism in handling confidential information

• Fluent in English (Arabic preferred)