Assistant Practice Supervisor-Receptionist

Practice Supervisor/Receptionist

PURPOSE OF THE JOB:
To provide a first class, friendly, warm, welcoming & professional front of house role acting as the first point of contact, meeting and greeting patients, business contacts (reps, engineers etc.) and fellow staff. Assisting the manager in all aspects of the daily functioning, managing, promotion and expansion of a small private professional clinic.

DUTIES & RESPONSIBILITIES:

 Positive, dependable input into the running, promotion and expansion of a successful clinic
 Sound business acumen and a will to look after the daily on-going clinic and business needs
 Provide outstanding levels of service and friendly customer care
 Meeting & Greeting patients and ensuring all visitors to the clinic are made feel very welcome as soon as they arrive. Taking payments, diary management.
 Answering telephone calls efficiently and in line with Practice Policy
 Stock keeping and timely ordering of all medical, cleaning & stationery supplies
 Keeping staff rota time logs, arranging staff rota, dealing with absentees/finding cover, etc
 Human Resource Duties i.e.: recording absences, training, overtime claims, induction training, staff handbook, fire regs, safety regs, etc.
 Supervisory skills including Staff coordination, motivation and team management skills
 Monthly Marketing and various business analysis and reports using Excel.
 Computer literate in Microsoft Office (Word, Excel, PowerPoint & Outlook) and competent in sorting PC and printer issues as required
 Using a computer proficiently for Letters, Emails, Excel, Analysis, Mail-merge, PowerPoint for training purposes and Word for documents, etc.
 Help to identify new management software systems, implementing and training other staff in these systems
 Analysis of data i.e. customer survey’s, marketing, business reports to help monitor and improve service
 Arranging Meetings, taking, typing and distributing minutes
 Filing and record keeping adhering to Patient confidentiality at all times.
 Marketing – positive input and work alongside the MD creating new ideas and ways of promoting the business.
 Social Media – using this for the promotion of the business where appropriate. Monitoring messages and replying promptly, etc.
 To support the MD with the day to day running of the Clinic building on trust and complete confidentiality
 Working to and implementing very clear guidelines, following all policies, procedures, protocols & standards
 A good all-rounder, reliable & honest, with a flexible attitude to carry out any duties from daily cleaning to ‘red carpet’ patient greetings to attending management meetings.
 Aid with clinic inspections – following training advice.
 Use to compliance policies and procedures – have experience or be willing to be trained on these
 Monitoring certificates, policies and renewable forms are all up to date
 Keeping the clinic clean and tidy at all times – be aware of standards of cleanliness across the business
 Banking, post office, parcel post drop off, attend trade exhibitions and odd errands or days out as necessary for the business

IDEAL CANDIDATE:
Someone with excellent people skills and some experience of supervising and supporting a small team. We need someone who is professional, friendly and polite with the skill to meet and greet all new and returning visitors to the clinic and make them feel at ease and enjoy their experience as well as being very efficient, proactive and positive. You must be a team player who leads by example with a style of management that encourages your colleagues and someone who can take direction as well as give it. A “Can Do” Attitude is essential.

WORKING HOURS: Full Time:
Monday, Tues, Weds & Friday 9am to 5.30 pm.
Thursday late evening clinic to 7.30pm
Some Saturdays will be required. A flexible individual who can swap a day in lieu in the week occasionally as and when required is essential.

PROBATION: 3 month probationary period.

HOLIDAYS: 4 Weeks per annum.
Some of the holiday entitlement may need to be obligatory over the Christmas period. Holidays must not be booked without written request and approval following our Holiday request procedures.

Skills Required

Administration, Customer Service, Computer Skills, Microsoft Word, Excel

Keywords
Dental, Cosmetics, Beauty, Tattoo, Laser, clinic, administration, reception