Admin Secretary

Arigato Wellness is a multidisciplinary health and rehabilitation centre in Bangalore

focussed on Physiotherapy, Post-Operative recovery, Orthopaedic, Neuro Rehabilitation and Holistic Wellness. Our mission is to help individuals restore strength, mobility, and balance through personalized and evidence-based care.

Summary of the Role

The Admin Secretary is responsible for providing high-level administrative and secretarial support in a healthcare-rehabilitation & wellness setting (Arigato Wellness). This role acts as the primary liaison for internal and external stakeholders, supports senior leadership with scheduling, correspondence and records management, and ensures smooth front-office & back-office operations. The successful candidate will maintain professional standards, confidentiality, and efficiency in a dynamic healthcare environment.

Key Responsibilities

• Serve as the first point of contact for visitors, patients, guests and internal staff—managing phone lines, email enquiries and greeting arrivals.
• Manage calendars, schedule appointments and meetings for administrative leadership, including arranging site visits, internal meetings, remote calls.
• Prepare, type and format correspondence, reports, presentations, meeting agendas and minutes; ensure documents are maintained and distributed in timely manner.
• Maintain filing systems (both electronic and paper) for administrative records, patient‐liaison documents, vendor contracts, etc., in line with confidentiality and data protection protocols relevant to a wellness/rehabilitation facility.
• Assist in coordination of patient admissions/discharges (or referral processes) and liaise with hospital, nursing and therapy teams to ensure administrative support for patient flow.
• Support inventory management for administrative supplies (office stationery, front‐desk resources), liaise with vendors for procurement and maintain cost-effective usage.
• Arrange logistics such as travel or accommodation for visiting staff or consultants, booking venues, arranging equipment (audio/visual) for meetings, organising catering where required.
• Liaise professionally with internal departments (therapy, nursing, billing, HR) and external stakeholders (vendors, regulatory bodies, patients' families) on administrative and secretarial matters.
• Assist in routine financial clerical tasks such as preparing purchase orders, expense claims, invoices (if within scope) and maintain tracking logs.
• Undertake minute‐taking for key meetings, transcribe and circulate minutes, track action items and follow up.
• Ensure strict confidentiality of patient data, hospital records, administration files in line with healthcare/rehab facility standards (for example, post-hospitalization recovery programs at Arigato).
• Facilitate smooth communication flow between teams; escalate issues to supervisor in a timely manner.
• Undertake ad-hoc administrative projects & assignments as directed by the administration leadership.

Qualifications & Experience

• Minimum: Bachelor's degree in any discipline; diploma or certificate in Secretarial Practice / Office Management / Business Administration would be advantageous.
• Experience: 2-5 years (or as appropriate) in an administrative/secretarial role. Exposure to healthcare, wellness or rehabilitation environment is preferred.
• Skills:
• Excellent computer skills: MS Office (Word, Excel, PowerPoint), comfortable with digital record‐keeping and data entry.
• Strong verbal & written communication skills, professional telephone etiquette.
• Ability to prioritise tasks, work under pressure, manage multiple demands and meet deadlines.
• Familiarity with medical/healthcare terminology or willingness to learn is a plus (given Arigato's rehabilitation & wellness services covering orthopaedic, neuro, paediatric, post-hospitalization recovery etc.)
• High level of integrity, discretion and confidentiality in handling sensitive information.
• Organised, detail-oriented, good multitasking and problem-solving skills.

Working Conditions / Physical Requirements

• Typical day-shift in a wellness/rehabilitation facility; may require interacting with patients, visitors, hospital teams in a dynamic environment.
• Frequent use of computer, telephone, sitting/standing, walking in office/clinic setting.
• Professional front-desk appearance, courteous demeanour and welcoming behaviour.

Job Type: Full-time

Pay: ₹13, ₹80,000.00 per month

Experience:

• Medical administration: 1 year (Preferred)
• System administration: 1 year (Preferred)
• Secretarial work: 1 year (Required)

Work Location: In person