Medical Administrator (MA)

Experience / Summary of Requirements
  • Work experience as a Healthcare Administrator/receptionist or relevant role is preferred.
  • Knowledge of healthcare regulations preferred
  • Understanding of basic medical terminology and patient confidentiality.
  • Experience with administrative procedures.
  • Familiarity with the use of databases and spreadsheets.
  • Strong organizational and time-management skills.
  • Good written and verbal communication skills.
  • Ability to work cohesively in a small team.
  • Customer focused with proven internal and external customer service skills
  • Problem solving skills within sphere of own position with the ability to recognize when to refer a situation to senior staff.



Valid ENG1 medical certificate or equivalent for the duration of each voyage


Mission / Purpose:

SBN / HAL / CCL: / PCL: To create lasting memories by: / POA: To be a proud ambassador by:

  • Providing a high quality and professional reception and administrative service to guests, crew and medical staff;
  • Acting as the first point of contact for guests and crew contacting the Medical Centre and to represent the medical team in the highest professional manner;
  • Ensuring that enquiries from guests and crew are efficiently and courteously handled.


Personal Characteristics:
  • Ability to establish and maintain courteous and professional working relationships in a diverse cultural environment.
  • Ability to function as a collaborative and effective team member.
  • Strong verbal communicator, proficient writer and adept at computer skills.
  • Ability to be efficient and recognize opportunity for task improvement.
  • Empathetic and caring to crew and guests.
  • Willingness to embrace and promote Company’s Core Values.


Key Result Areas (KRA’s)  

All Key Result Areas require 100% commitment and focus to perform the role successfully.

Role Specific KRA:
  1. Effectively supports medical team with non-clinical administrative tasks.
  2. Maintains accurate, complete, and timely records including use of online sites and electronic health record systems.
  3. Assists with reviews of pre-boarding health declarations, crew medical fitness certificates (including during terminal operations).
  4. Orders/restocks office consumable supplies, including stationery, in a timely manner.
  5. Accesses and accurately enters patient information into electronic health records, as directed by medical staff.
  6. Scheduling and coordination of health screening, vaccination programs, and COVID-19 testing.
  7. Document management including scanning, photocopying, filing, and electronic or in-person posting and delivery of documents as necessary.
  8. Participates in administrative support requirements of Contact Tracing in coordination with the medical staff and public health officer.


  1. Greets patients in a responsive, friendly, and caring manner.
  2. Registers patients and obtains patient information and billing authorization.
  3. Schedules appointments and health visits for crew and guests.
  4. Provides telephone support and refers messages accurately and in a timely manner as needed.
  5. Facilitates the selling of over-the-counter medications.
  6. Adheres to Company Privacy policies for handling of personal and sensitive health information.
  7. Immediately responds to complaints and customer service issues, and reports these to their Supervisor.
  8. If needed and if proficient, provides translation services during medical interactions.


  1. Assists with processing patient bills, as directed by medical staff and per Medical Center policy.
  2. Assist with review of invoices for accuracy and submits for payment on a timely basis.
  3. Facilitates accurate account reconciliations with the Finance Manager.
  4. Assists with preparation and processing of purchasing orders.
  5. Assists supervisor with inventory management, including counts, orders and restocking of supplies.
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