Administration Manager- Health Sector

The Administration Manager runs the day-to-day administrative operations of a healthcare facility so that clinical teams can focus on patient care. The role keeps the facility organised, compliant and efficient, covering office administration, facilities, procurement support, records, logistics and support services.

The successful candidate is highly organised, takes ownership, sets clear standards and leads a small administrative team, including the Administration Assistant.

Key Responsibilities

Administrative operations

• Plan, organise and oversee all administrative operations of the facility on a daily, weekly and monthly basis.

• Develop, implement and update administrative policies, procedures and standard operating procedures.

• Coordinate between administration, clinical departments, finance, human resources and management to keep operations running smoothly.

• Monitor administrative workloads, set priorities and make sure deadlines are met.

Facilities and support services

• Oversee building maintenance, cleaning, security, waste management and utilities, working with contractors where needed.

• Make sure the premises meet health, safety, hygiene and infection-control requirements.

• Manage office space, furniture, equipment and general supplies.

• Coordinate transport, drivers and vehicle use, including patient and staff transport where applicable.

Procurement, inventory and vendors

• Manage purchase requests for non-medical supplies and services in line with company procurement procedures.

• Maintain inventory records, set reorder levels and prevent shortages of essential supplies.

• Manage contracts and relationships with service providers, track performance and renewal dates.

Records, documentation and compliance

• Oversee filing systems, correspondence, archiving and document control, both paper and electronic.

• Make sure licences, permits and registrations with the Ministry of Health and other authorities are valid and renewed on time.

• Protect the confidentiality of patient, staff and company information.

• Prepare for and support internal and external audits and inspections.

Budget and reporting

• Prepare and monitor the administration budget and control expenses.

• Prepare regular reports on administrative performance, costs, incidents and improvement actions for senior management.

Team leadership

• Supervise, guide and evaluate the Administration Assistant and support services staff.

• Assign tasks, organise schedules and duty rosters, and make sure of adequate coverage.

• Identify training needs and support team development.

• Handle day-to-day staff issues in coordination with Human Resources.

Stakeholder relations

• Act as the main administrative contact for visitors, government bodies, suppliers and partner organisations.

• Organise meetings, events and official visits, including logistics and hospitality.

• Handle administrative complaints and resolve issues promptly and professionally.

Qualifications and Requirements

Education

• Bachelor's degree in Business Administration, Healthcare Administration, Management or a related field.

• A postgraduate qualification or certification in administration, operations or healthcare management is an advantage.

Experience

• At least 5 years of experience managing administrative operations, with clear responsibility for a team.

• Experience in a hospital, clinic, medical centre or other healthcare setting is strongly preferred.

• Proven experience with facilities management, vendor management and administrative budgets.

Skills and competencies

• Excellent organisational and planning skills, with strong attention to detail.

• Strong leadership and people management skills.

• Ability to manage several priorities and work calmly under pressure.

• Good problem-solving and decision-making ability.

• Clear written and verbal communication, including report writing.

• High integrity and discretion in handling confidential information.

• Proficient in Microsoft Office (Word, Excel, Outlook) and comfortable with administrative and record systems.

Languages

• Kurdish: required, fluent in reading, writing and speaking.

• English: required, fluent in reading, writing and speaking.

• Turkish: an advantage.

Working Conditions

• Based on site at the facility in Erbil.

• Standard working week, with occasional extended hours or weekend availability during inspections, emergencies or events.

• Regular movement around the facility; occasional travel within the Kurdistan Region.