Office Assistant

About Save Medha Foundation

Save Medha Foundation is a health and social welfare organization working to support people through awareness, guidance, documentation, patient coordination, and community-based healthcare initiatives.

Position Summary

We are looking for a sincere, responsible, and well-organized Office Assistant for our Kolkata office. The candidate will support daily office activities, maintain records, coordinate with visitors and patients, assist the management team, and help ensure smooth office operations.

Key Responsibilities

1. Office Administration

• Manage day-to-day office activities.
• Maintain files, registers, documents, bills, receipts, and records properly.
• Handle basic office correspondence and documentation.
• Keep the office clean, organized, and professional.

2. Patient & Visitor Coordination

• Welcome visitors, patients, and their family members politely.
• Guide visitors to the right person or department.
• Maintain visitor and patient enquiry records.
• Coordinate appointment timing and follow-up communication when required.

3. Phone & Communication Support

• Receive phone calls and WhatsApp enquiries.
• Share basic information about the Foundation’s services as instructed.
• Forward important calls or messages to the concerned team member.
• Maintain proper communication records.

4. Documentation & Data Entry

• Enter patient details, enquiry details, donor details, and office records in Excel/Google Sheets or software.
• Scan, photocopy, print, and organize documents.
• Prepare simple reports as required by the management.
• Maintain confidentiality of all patient and organizational data.

5. Coordination with Team

• Assist doctors, consultants, project coordinators, and senior staff in daily work.
• Help arrange meetings, training sessions, awareness programs, and office events.
• Coordinate with vendors, courier services, and suppliers when required.

6. Basic Accounts & Inventory Support

• Maintain small purchase records and office expense details.
• Track office stationery, basic supplies, forms, files, and printed materials.
• Inform management before stock runs out.
• Support bill collection and document submission.

Required Skills

• Basic computer knowledge: MS Word, Excel, Google Sheets, Email.
• Good communication skills in Bengali and Hindi; basic English preferred.
• Polite behavior and patient-handling ability.
• Good organizational and record-keeping skills.
• Ability to follow instructions properly.
• Basic typing and data entry skills.
• Honesty, punctuality, and discipline.

Educational Qualification

• Minimum Higher Secondary passed.
• Graduate candidates will be preferred.
• Prior office assistant, receptionist, data entry, clinic, NGO, or healthcare office experience will be an added advantage.

Candidate Profile

The ideal candidate should be responsible, calm, respectful, and willing to work in a health-service environment. The person must be able to manage visitors, maintain records, and support office operations with sincerity.