Walk-in || Secretary - Apollo One

Key Responsibilities

• Provide efficient secretarial and administrative support to the Apollo One team and senior stakeholders.
• Receive and assist elite patients and their attendants with warmth, courtesy, and professionalism.
• Coordinate patient appointments, consultations, follow-ups, diagnostics, and other scheduled services.
• Maintain and manage appointment calendars, schedules, meetings, and reminders.
• Coordinate with doctors, consultants, doctors' secretaries, nursing teams, and other departments to ensure smooth patient flow.
• Prepare letters, reports, presentations, correspondence, meeting notes, and other administrative documents.
• Handle telephone calls, emails, messages, and patient-related communications professionally and promptly.
• Maintain accurate records, databases, registers, and confidential documents.
• Ensure timely communication of relevant information to patients, attendants, doctors, and internal teams.
• Assist in coordinating special requirements for elite/VIP patients in consultation with the concerned teams.
• Follow up on pending appointments, reports, approvals, requests, and other patient-related activities.
• Coordinate with billing, pharmacy, diagnostics, insurance/TPA, front office, and other support departments as required.
• Handle patient queries and administrative concerns professionally and escalate issues to the appropriate authority when necessary.
• Maintain strict confidentiality of patient information, medical records, financial information, and other sensitive data.
• Ensure all documentation and communication are handled in accordance with hospital policies and privacy requirements.
• Maintain a well-organized and professional work environment at the Apollo One reception/administrative area.
• Support management with reports, MIS, data compilation, presentations, and other administrative requirements.
• Assist in organizing meetings, events, patient engagements, and special visits as required.
• Perform any other duties assigned by the reporting manager.

Desired Candidate Profile

• Graduate in Any Discipline, preferably with a qualification in Business Administration, Hospital Administration, Hospitality, or a related field.
• 25 years of experience in secretarial, executive assistant, healthcare administration, hospitality, or premium customer-service roles.
• Experience handling VIP/HNI clients, senior executives, or elite patients will be an advantage.
• Excellent verbal and written communication skills.
• Strong proficiency in MS Office, email, calendar management, and documentation.
• Excellent organizational and multitasking abilities.
• Pleasant personality with polished professional etiquette.
• Strong interpersonal skills and the ability to interact confidently with senior professionals and high-profile patients.
• High level of discretion, confidentiality, and emotional maturity.
• Strong follow-up skills and attention to detail.
• Ability to remain calm and professional in a fast-paced environment.