Job Description

Junior Back Office Administrator

About Joint Space

Joint Space Polyclinic LLC is a multidisciplinary medical clinic, movement space and educational hub based in Alserkal Avenue, Dubai, UAE.

Each patient has their own individual biological landscape, and as such, the philosophy of Joint Space requires each practitioner to approach their patient as a unique individual requiring an in-depth understanding from many perspectives. The environment of Joint Space has been shaped in such a way to provide patients the opportunity to understand their bodies and to learn how to develop longevity in their health through supporting clinical modalities, movement practices and education.

The core practices and focus of Joint Space are physical therapies such as Osteopathic medicine, Physiotherapy, Chiropractic medicine, practices such as Naturopathic medicine, Functional medicine and Regenerative medicine, movement, wellness and sports performance practices, and education for patients and healthcare professionals.


Job Summary

We are looking for a highly organized and detail-oriented Junior Back Office Administrator to support the clinic’s daily administrative operations. This role will focus on handling administrative tasks that currently occupy the front desk team, allowing reception staff to dedicate more time to delivering an exceptional patient experience.

The successful candidate will be responsible for managing WhatsApp communications, administrative data processing, reporting, patient reactivations, phone calls, and general administrative support while maintaining accuracy, professionalism, and confidentiality.
Key Responsibilities

Administrative Support

• Manage and respond to WhatsApp inquiries in a timely and professional manner.
  
• Monitor and respond to administrative emails.
  
• Perform data entry, data extraction, and report generation using Microsoft Excel and other Microsoft Office applications.
  
• Maintain accurate patient and clinic records.
  
• Prepare administrative reports as requested by management.
  
• Organize and maintain digital files and documentation.
  

Patient Reactivation & Communication

• Contact inactive patients via WhatsApp and telephone to encourage rebooking and follow-up appointments.
  
• Assist with appointment confirmations and administrative follow-ups.
  
• Support patient communication while maintaining a high level of professionalism and confidentiality.
  

Operational Support

• Handle administrative phone calls and route queries appropriately.
  
• Assist the reception team with non-patient-facing administrative tasks.
  
• Ensure data accuracy across clinic systems.
  
• Support process improvements and administrative efficiency initiatives.
  
• Assist with additional back-office duties as assigned.
  
  
  

Requirements

Required Skills & Qualifications

Essential

• Previous experience in an administrative or office support role.
  
• Excellent Microsoft Excel skills, including formulas, sorting, filtering, data validation, and report preparation.
  
• Strong proficiency in Microsoft Office (Word, Outlook, Excel, PowerPoint).
  
• Good written and spoken English.
  
• Excellent organizational and time management skills.
  
• High level of accuracy and attention to detail.
  
• Ability to prioritize multiple tasks and meet deadlines.
  
• Professional communication skills.
  
• Ability to maintain confidentiality.
  

Preferred

• Experience working in a healthcare or clinic environment.
  
• Experience using CRM or patient management systems.
  
• Experience handling WhatsApp Business communications.
  

Key Competencies

• Strong administrative skills
  
• Excellent attention to detail
  
• Analytical mindset
  
• Effective communication
  
• Problem-solving ability
  
• Time management
  
• Teamwork and collaboration
  
• Customer-focused approach
  
• Ability to work independently