The role of Office Administrator (OA) will be responsible for some of the daily operational and administrative
Financial Tasks: The OA will be responsible for the daily financial reconciliation processes and ensuring that the transactions on the various clinical admin systems system match the cash taken and the card receipts processed for that day.
This will also cover the banking of cash as a when required and managing the cash collection service for the business.
The OA will also be responsible for managing the refund process ensuring that the appropriate authorisations are obtained and ensuring that refunds are processed in line with company policy.
Materials Ordering and Control: The OA will be responsible certain purchases within the company for both Inventory and Non-Inventory and will ensure that the ordering system is adjusted in line with the requirements of the business to ensure continuity of supply is maintained for the consumables required in the treatment of patients.
Supplier / Contract Management: The OA will be engaged in the routine management of supplier contracts within the business including but not limited to; Clinical Waste; General Waste; Payment Collection Services; etc The OA will also be responsible for setting up purchase agreements and accounts with preferred suppliers that the business selects to work with and for the issuing of Purchase Orders (POs) for the purchasing of goods and supplies.
Systems Maintenance: The OA will be responsible for ensuring that the various Patient Admin Systems are kept up to date with the correct pricing data, appointment types and timings; staff rotas; The OA will also be responsible for the necessary updates to the system for “Non-Standard” transactions such a “Voiding Invoices” and the Issuing of “Gift Vouchers” etc. Invoice Reconciliation & Approval: The OA will be responsible for collecting / generating copies of invoices for all purchased items and services. Appointment Bookings: the OA, working with the Clinic staff will be responsible for the front desk operational tasks and for the booking of the patients into the treatment room for minor surgery. Due to the limited size of the entire admin within the business the OA may be required, from time to time to assist in carrying out some of the day to day operational and clerical tasks in support of the team and as required assist in clinic with duties such as reception cover, call, and enquiry handling, etc.
PC literate with intermediate skills on all Microsoft Office packages.
· An excellent telephone manner.
· Working knowledge of Patient Admin software packages.
· Data Protection; Customer Care Training / Experience
· Clerical skills such as touch typing.
Financial
· Ensuring daily reconciliations take place and investigate any discrepancies in a timely manner.
· Ensure refunds are authorised and processed in line with policy.
· Materials Management
· For key suppliers ensure that there are credit accounts set up for purchasing.
Administration
· Ensure effective internal delivery and distribution process for post and deliveries.
· Ensure all surgical patients are booked and confirmed at least 1 week in advance.
· Daily reconciliations complete within 24 Hours.
· Inventory Turnover greater than 12 x per annum
· No Stock losses on “High Value” inventory
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