Private Medical Administrator

Location: Dubai, United Arab Emirates, Live Out

Overview: We are seeking a highly discreet, organised and proactive Private Medical Administrator to manage all medical and health-related administration for a private individual. The role is the single point of coordination for appointments, specialists, insurance, records, medication, wellness providers and medical travel, working closely with the principal and their wider private office team. The ideal candidate will combine strong administrative skills with sound judgement, absolute confidentiality and the ability to anticipate needs and adapt quickly when priorities change.

Key Responsibilities:

• Medical Appointments and Diary: Schedule and coordinate all of the principal's medical, dental and wellness appointments, managing diary conflicts, reminders, transport and follow-ups.
• Specialist and Provider Network: Build and maintain relationships with doctors, specialists, hospitals, clinics, concierge medicine providers and wellness practitioners, sourcing the right expertise locally and internationally when needed.
• Medical Records and Confidentiality: Maintain accurate, secure and strictly confidential medical records, test results, prescriptions and health documentation, and ensure information is shared only on a need-to-know basis.
• Health Insurance and Billing: Manage health insurance policies and claims, obtain pre-authorisations, review and reconcile medical invoices, and follow up on payments and reimbursements.
• Medication and Treatment Plans: Track prescriptions, repeat orders and treatment schedules, and coordinate the supply of medication and medical equipment.
• Medical Travel and Logistics: Arrange travel for medical appointments and treatment, including flights, accommodation, transfers and escorts, and coordinate care while travelling.
• Health and Wellness Support: Coordinate private nurses, physiotherapists, personal trainers and other health and wellness providers, including schedules, contracts and performance.
• Emergency Preparedness: Maintain emergency medical information and contacts, and act as the first point of contact for urgent medical situations, escalating quickly and coordinating the response.
• Vaccinations and Health Planning: Track vaccinations, health checks, screenings and travel health requirements, and plan ahead so nothing is missed.
• Private Office Support: Work closely with the wider private office, including personal assistants and the finance team, to keep medical and general administration aligned.
• Reporting and Budget: Track medical expenditure against budget, prepare summaries and reports for the principal or their private office, and keep the medical administration file organised and up to date.

Requirements:

• Previous experience in medical administration, private healthcare, private office or personal assistant support, ideally for a UHNW or high-profile individual.
• Strong understanding of medical terminology, insurance processes and healthcare systems.
• Exceptional discretion and a proven record of handling highly confidential information.
• Excellent organisational skills, with the ability to manage complex, changing priorities and a high degree of anticipation.
• Excellent written and verbal communication in English; Arabic is a plus.
• Proficient in Microsoft Office, particularly Outlook, Word and Excel.
• Professional, calm under pressure and empathetic, with sound judgement.
• Flexible, able to respond to urgent requests outside normal working hours and to travel when required.
• Relevant qualification in healthcare administration or a related field is preferred.

ID: ZC169413