Purpose of the JobThe Travel Assist Administrative Assistant is responsible for the administration, review, coordination, and processing of Travel Assist claims and related managed care requests for members of the Fund. The incumbent will support the administrative, clinical and operational functions of the department by ensuring accurate processing, effective communication, adherence to service level agreements (SLAs), and compliance with scheme rules, clinical protocols, and internal operational procedures. The role also provides administrative support across various alternative care services including other departmental administrative functions as required. The role requires strong healthcare and medical aid knowledge, attention to detail, and the ability to manage claims in line with policy rules, clinical guidelines, and service level agreements
Duties and Responsibilities
Travel Claims Assessing:
- Assess and process local and international travel healthcare claims in accordance with company rules, policies, and clinical guidelines.
- Verify claim documentation, invoices and supporting evidence for completeness and accuracy.
- Identify discrepancies, duplicate claims, irregularities, or potential fraud and escalate where necessary.
- Ensure claims are processed within agreed turnaround times and service level agreements (SLAs).
- Liaise with healthcare providers, members, and service partners regarding outstanding information and claim outcomes.
Claims Consolidation & Administration:
- Consolidate travel claims and prepare reports for payment and reconciliation purposes.
- Capture and maintain accurate claims records and member information on internal systems.
- Perform travel administration duties including document management, approvals, follow-ups, and correspondence.
- Assist with reconciliations and audit preparation where required.
- Ensure compliance with healthcare regulations, company procedures, and confidentiality standards.
Other responsibilities
Managed Care Administrative Support
Assist with the review and administration of alternative care applications and authorisations related in the managed care area:
Responsibilities include:
- Receiving and reviewing applications and supporting documentation
- Verifying member benefits and scheme eligibility
- Ensuring completeness and accuracy of submitted documentation
- Preparing cases for clinical review where applicable
- Communicating outcomes and additional information requirements to members and providers
- Following up on outstanding information and documentation
- Updating systems and maintaining accurate records
- Assisting with monitoring application turnaround times and workflow management
- Provide administrative support to the managed care team as required.
- Assist with tracking, filing, document management, and departmental record keeping.
- Prepare reports, statistics, spreadsheets, and operational trackers when required.
- Monitor departmental inboxes and respond to queries professionally and timeously.
- Support the department with audit preparation and quality assurance activities.
- Participate in team meetings, training sessions, and departmental initiatives.
- Assist with ad hoc operational and administrative tasks as required by the department.
- Maintain confidentiality of all member and clinical information in accordance with company policies and applicable data protection regulations.
The incumbent will work closely with internal clinical teams, healthcare providers, and members to ensure efficient service delivery and quality member experience.
Required profile for job ad : Administrative Assistant - Travel Claims - Windhoek
Minimum Qualifications and Experience Required
- Grade 12 / Namibia Senior Secondary Certificate (NSSC).
- A Diploma in Healthcare Administration, Medical Aid Administration, Business Administration, or related field will be an added advantage.
Language Requirements
- Highly proficient in English
- Proficiency in other local languages e.g. Afrikaans, Oshiwambo etc.
Computer Literacy
- Proficiency with the following programmes is required:
- MS Word
- MS Excel
- MS Outlook / email
- MS Explorer / Internet
- PowerPoint
Work Requirements
- The position will be based in Namibia, Windhoek
Remuneration
- A competitive salary and benefits will be negotiated, consistent with experience and the role and responsibilities of the position.
