Medical Administrator

Company Description

The Medical Administrator provides structured, reliable, and professional administrative support to ensure the smooth daily operation of the Medical & Performance Department. The role maintains accurate medical documentation, coordinates appointments and schedules, supports compliance and governance processes, and acts as an organisational anchor for physiotherapists, performance staff, and coaches.

The Medical Administrator enables practitioners to deliver high-quality clinical and performance services by managing workflows, maintaining efficient systems, and ensuring clear communication across departments. Success in this role requires attention to detail, organisation, discretion, and the interpersonal skills to support players, parents, and staff calmly and professionally.

Are you fascinated by the greatest team sport in the world? Do you enjoy working in dynamic teams and want to take on the diverse challenges of one of the most exciting clubs in German and European football? Then our playing field is exactly the right place for you.

Job Description

RESPONSIBILITIES:

• Maintain accurate and GDPR-compliant medical records across all systems, ensuring timely documentation and full confidentiality
• Coordinate all external medical appointments, including doctors, specialists, radiologists, imaging centres, and therapy providers, ensuring smooth scheduling and communication with players, parents, and staff
• Manage insurance processes, including claims, approvals, reimbursement documentation, cost tracking, and ongoing communication with insurance providers to ensure medical costs are covered
• Organise internal medical schedules (screenings, assessments, treatments), aligning appointments with training and competition calendars
• Prepare and distribute weekly injury and medical summaries, supporting consistent communication between medical, performance, and coaching staff
• Oversee medical procurement, including ordering supplies, stock control, equipment maintenance, and cost oversight
• Coordinate medical logistics for matches, camps, and tours, ensuring all documentation, equipment, and protocols are in place
• Support departmental data accuracy and workflow efficiency, identifying improvements to systems, communication, and compliance processes

Qualifications:

• Relevant administrative or healthcare administration training/qualification (desirable)
• Experience with medical or performance data systems (advantage)
• Experience in administrative or operations roles, ideally within medical, healthcare, or elite sport environments
• Strong organisational and coordination skills, especially managing multiple appointments, external medical providers, and complex schedules
• Understanding of medical pathways, including referrals, imaging, specialist consultations, and return-of-information workflows
• Knowledge of insurance processes (claims, approvals, medical billing, reimbursement) or willingness to develop this quickly
• Excellent interpersonal and communication skills — able to liaise confidently with clinicians, hospitals, parents, and academy staff
• High level of discretion, confidentiality, and professionalism when handling medical and personal information
• Strong digital literacy and accuracy in data management across medical systems
• Problem-solving ability and adaptability, able to anticipate operational needs and maintain calm, reliable support in a fast-paced environment
• Fluent German and fluent or near-fluent English. French language skill is also a desirable asset

Additional Information

As an employer, we value diversity and support people in developing their potential and strengths, realizing their ideas and seizing opportunities. The job advertisement is aimed equally at all people - regardless of age, skin color, religion, gender, sexual orientation or origin.