Admin Clerk / Receptionist – KZN Westville
Reference Number: 1126804
Location: Westville, KwaZulu-Natal
Employment Type: Permanent
Experience Level: Entry Level (0–1 Years)
Closing Date: 26 January 2026
Position Overview
A permanent career opportunity exists for a suitably qualified and customer-focused Admin Clerk / Receptionist based in Westville, KwaZulu-Natal. This role is ideal for an organised, detail-oriented individual seeking to begin or grow a career within a structured, professional healthcare or laboratory services environment.
The primary purpose of this position is to administer the receiving, capturing, tracking, and distribution of medical samples while ensuring accurate information capture and supporting the efficient processing of specimens in line with service delivery objectives. The role also includes front-desk reception duties, customer service, administrative support, and adherence to strict confidentiality and quality standards.
Key Purpose of the Role
The Admin Clerk / Receptionist plays a vital role in the pre-analytical phase of laboratory operations. By ensuring that samples, documentation, and information are handled accurately and timeously, the incumbent contributes directly to service quality, turnaround times, and client satisfaction.
This role requires a high level of professionalism, empathy, attention to detail, and the ability to function effectively in a fast-paced and sometimes pressurised environment.
Key Responsibilities
Sample Administration and Processing
- Receive, sort, and distribute medical samples according to prescribed standard operating procedures
- Ensure samples are prioritised correctly and routed to the appropriate laboratories or testing sites
- Capture and register samples accurately on the laboratory information system (“logging”)
- Process and resolve sample-related queries in line with operational procedures
Dispatch and Tracking
- Dispatch specimens for processing in accordance with standard operating procedures
- Track the progress of samples transported by couriers to ensure timely receipt, processing, and reporting
- Monitor turnaround times and follow up on delays or discrepancies
- Investigate bottlenecks within pre-analytical laboratory processes and escalate issues where necessary
Hospital and Client Support
- Conduct hospital or facility rounds to collect submitted samples and distribute completed reports
- Ensure reports are delivered accurately and timeously
- Maintain professional interaction with medical professionals, healthcare staff, and patients
Reception and Front-Desk Management
- Manage the reception area and provide accurate information to clients and visitors
- Direct patients and visitors to the appropriate departments
- Handle telephone enquiries with professionalism and appropriate etiquette
- Deliver a high standard of customer service at all times
Administrative Duties
- Handle and resolve administrative queries and refer complaints for resolution where required
- Capture incidents, complaints, and resolutions accurately on internal systems
- Prepare, scan, and upload patient forms to the laboratory scanning system (e.g. Oculus)
- Resolve incomplete scans in line with established procedures
- Read, interpret, and act on documents and system tasks in compliance with organisational policy
Cash Handling and Financial Administration
- Receive cash payments from patients
- Ensure accurate receipting and banking of funds in accordance with standard operating procedures
- Maintain integrity, accountability, and compliance in all financial transactions
Stock Control and Housekeeping
- Monitor stock levels and order supplies to ensure uninterrupted operations
- Ensure delivery of stock to doctors’ rooms or designated areas
- Maintain basic housekeeping in the work area
- Ensure equipment is cleaned, prepared, and stored according to procedures
Compliance and Professional Conduct
- Adhere strictly to company policies, laboratory protocols, and uniform standards
- Ensure confidentiality and sensitivity when handling patient information
- Represent the organisation professionally and ethically at all times
Minimum Requirements
- Grade 12 / Matric or relevant NQF Level 4 qualification
- 0–1 year of relevant administrative or clerical work experience
- Computer literacy
- Knowledge or exposure to laboratory information systems
- Understanding of organisational policies and procedures
Advantageous Qualifications
- Bachelor of Science (BSc) degree or related qualification
- Previous experience in a healthcare, laboratory, or medical pathology environment
Key Skills and Competencies
Technical and Administrative Skills
- Strong administrative and organisational skills
- High level of accuracy and attention to detail
- Business numeracy and basic cash-handling ability
- Ability to use information systems and electronic scanning tools
Communication and Interpersonal Skills
- Clear verbal and written communication
- Professional telephone etiquette
- Strong interpersonal and customer service skills
- Ability to communicate effectively with patients, medical professionals, and colleagues
Behavioural Competencies
- Ability to cope with nervous or distressed patients
- Empathy, patience, and emotional sensitivity
- Ability to work under pressure in a busy environment
- Flexibility and adaptability
- Strong sense of confidentiality and ethical conduct
- Team-oriented with a collaborative approach
Working Environment
This role is based in a medical or laboratory setting where accuracy, hygiene, professionalism, and confidentiality are critical. The incumbent must be comfortable working with patients, healthcare professionals, and couriers while balancing administrative responsibilities and time-sensitive tasks.
Remuneration
Compensation will be market-related and commensurate with the candidate’s qualifications, skills, and level of experience.
Why Consider This Opportunity?
- Entry-level opportunity with long-term career potential
- Exposure to healthcare and laboratory operations
- Structured working environment with clear procedures
- Opportunity to develop administrative and customer service skills
- Permanent employment offering stability
Application Information
Interested candidates who meet the minimum requirements are encouraged to apply before the closing date of 26 January 2026 at 12:00 AM.
Please ensure that all information submitted is accurate and complete.
Only shortlisted candidates will be contacted. If you have not received feedback after the closing date, please consider your application unsuccessful.