Chartered in 1983, Aga Khan University (AKU) is a private, autonomous, and self-governing international university, with 13 teaching sites in 6 countries over three continents. An integral part of the Aga Khan Development Network, AKU provides higher education in multiple health science and social science disciplines, carries out research pertinent primarily to low- and middle-income countries and operates 7 hospitals (soon 8) and over 325 outreach clinics, all at international standards. It has almost 2,500 students and 14,000 staff. The University is both a model of academic excellence and an agent of social change. As a leading international institution dedicated to excellence and change, AKU operates on the core principles of quality, relevance, impact, and access.

Job Summary

To provide professional reception, administrative, client-service, and sample coordination support to the NGS Unit by managing front-office activities, facilitating communication and appointments, maintaining accurate records, and supporting the efficient flow and documentation of samples received and dispatched by the Unit.

Responsibilities

• Manage the NGS Unit reception and serve as the first point of contact for clients, visitors, clinicians, and other stakeholders.
• Receive and route samples delivered to the NGS Unit in accordance with established procedures.
• Maintain a comprehensive log of all samples received and/or sent/dispatched by the NGS Unit.
• Ensure sample records contain all required information and are kept current.
• Flag discrepancies or missing sample information to the relevant NGS Unit staff.
• Coordinate appointments and routine client enquiries.
• Manage telephone calls, emails, messages, and other correspondence.
• Maintain accurate administrative and sample-related records.
• Support filing, scanning, photocopying, data entry, and document management.
• Assist with meetings, workshops, training sessions, and other NGS Unit activities.
• Support maintenance of reception and administrative supplies.
• Maintain confidentiality of patient, laboratory, and institutional information.
• Comply with hospital, NGS Unit, quality, safety, and infection prevention procedures.
• Perform other related duties as assigned by the supervisor.

Requirements

Diploma in Business Administration, Secretarial Studies, Health Records, Health Administration, or a related field.

Additional training in customer service, records management, or healthcare administration will be an added advantage.

Relevant Experience

Previous experience in a hospital, laboratory, healthcare, or other professional service environment is preferred.

Experience in reception, customer service, records management, or administrative support.

Experience maintaining registers, logs, or electronic records.

Proficiency in Microsoft Office applications and basic data-entry systems.

Personal Characteristics & Behaviour

Professional and courteous.

Excellent communication and interpersonal skills.

Reliable and organised.

High level of accuracy and attention to detail.

Trustworthy and able to maintain confidentiality.

Customer-service oriented.

Good record-keeping and follow-up skills.

Able to work effectively as part of a multidisciplinary team.

Ability to prioritise tasks and work efficiently in a busy environment.

Demonstrates integrity, professionalism, and respect.

• Manage the NGS Unit reception and serve as the first point of contact for clients, visitors, clinicians, and other stakeholders.
• Receive and route samples delivered to the NGS Unit in accordance with established procedures.
• Maintain a comprehensive log of all samples received and/or sent/dispatched by the NGS Unit.
• Ensure sample records contain all required information and are kept current.
• Flag discrepancies or missing sample information to the relevant NGS Unit staff.
• Coordinate appointments and routine client enquiries.
• Manage telephone calls, emails, messages, and other correspondence.
• Maintain accurate administrative and sample-related records.
• Support filing, scanning, photocopying, data entry, and document management.
• Assist with meetings, workshops, training sessions, and other NGS Unit activities.
• Support maintenance of reception and administrative supplies.
• Maintain confidentiality of patient, laboratory, and institutional information.
• Comply with hospital, NGS Unit, quality, safety, and infection prevention procedures.
• Perform other related duties as assigned by the supervisor.

• Customer service
• Records management
• Administrative support
• Microsoft Office applications
• Data entry
• Communication
• Interpersonal skills
• Organised
• Attention to detail
• Confidentiality
• Record-keeping
• Follow-up skills
• Teamwork
• Prioritisation
• Efficiency

• Diploma in Business Administration, Secretarial Studies, Health Records, Health Administration, or a related field.
• Additional training in customer service, records management, or healthcare administration will be an added advantage.