Administrative Officers for Stem cell and Nuclear Medicine at The African Medical Centre of Excellence (AMCE)

Job Purpose

• The Administrative Officers will provide comprehensive administrative and operational support to ensure the efficient and compliant functioning of these specialized departments. This role coordinates patient scheduling, manages regulatory documentation, facilitates interdepartmental communication, and supports the clinical and administrative leadership in maintaining high standards of service delivery and regulatory adherence within the African Medical Centre of Excellence.

Key Accountabilities/Responsibilities

Departmental Coordination & Operations

• Serve as the primary administrative liaison for the Stem Cell Laboratory and Nuclear Medicine Department.
• Coordinate daily operational activities, including patient appointment scheduling, procedure bookings, and resource allocation.
• Manage departmental calendars, meetings, and communications to ensure smooth workflow.

Regulatory & Compliance Documentation

• Maintain and organize all regulatory documents, licenses, and accreditation records specific to stem cell processing and nuclear medicine services.
• Assist in the preparation and submission of regulatory reports to bodies such as NAFDAC, NNRA (for nuclear materials), and international accreditation agencies.
• Ensure proper documentation control for SOPs, patient records, and quality management system files.

Patient Services & Support

• Facilitate the patient intake process, including initial inquiries, appointment scheduling, and pre-procedure coordination.
• Manage patient data confidentiality and ensure compliance with data protection regulations.
• Serve as a point of contact for patient and family communication regarding administrative and logistical matters.

Inventory & Supply Management

• Coordinate the ordering, tracking, and inventory management of specialized supplies, radiopharmaceuticals (for Nuclear Medicine), and critical consumables (for Stem Cell).
• Liaise with procurement and pharmacy departments to ensure timely availability of materials.
• Maintain accurate records of equipment service contracts, calibration dates, and maintenance schedules.

Financial & Billing Support

• Assist in the processing of billing, insurance claims, and coding for stem cell and nuclear medicine procedures.
• Collaborate with the finance department to reconcile accounts and manage departmental budgets.
• Support cost-tracking and financial reporting as required by department heads.

Meeting & Reporting Support

• Prepare agendas, minutes, and follow-up actions for departmental and multidisciplinary team meetings.
• Compile and generate routine administrative, operational, and compliance reports.
• Assist in data collection for clinical audits, research projects, and quality improvement initiatives.

Qualifications

• Bachelor’s degree in Business Administration or a related field.
• Certification in Health Information Management, Medical Administration, or Project Management is an advantage.
• Minimum of 3 years of administrative experience in a hospital, diagnostic center, or specialized clinical department (preferably in oncology, radiology, or laboratory services).

Experience

• Familiarity with medical terminology, especially related to stem cell therapy, nuclear medicine, or oncology.
• Experience with hospital information systems (HIS), electronic medical records (EMR), and scheduling software.
• Strong organizational, multitasking, and communication skills.
• Knowledge of healthcare regulations, patient confidentiality (HIPAA/GDPR equivalents), and documentation standards.
• Ability to work effectively in a multidisciplinary, high-stakes clinical environment.
• Proficiency in Microsoft Office Suite and database management.