Position Purpose:
To support various IOH departments through utilising strong interpersonal skills to meet and greet all our valued clients and customers, organisational skills, high attention to detail through various data entry, effective communication skills to manage phone enquires & written documentation and facilitate various medical testing. This role will act as the front-line response to external stakeholders,
Essential Criteria:
High attention to detail
Strong customer service focus
Demonstrated ability to provide administrative services to internal and external stakeholders with high standards, operating with autonomy, as well as a part of a team
Excellent verbal and written communication skills with an ability to build rapport and maintain strong relationships.
Ability to work in a pleasant, professional and helpful manner.
Understanding and adherence to IOH policies and procedures.
Current driver’s licence and vehicle.
1-2 years’ experience in an administrative role
Desirable Criteria:
1-2 years’ experience in a medical receptionist role
Position Responsibilities:
ASSISTANT DIRECTORS AND GENERAL MANAGER
Provide support as requested to the Directors and General Manager
Assist in management of quality systems across all areas of the business
Administrative:
Meet and greet our values customers upon arrivals to the clinic
Supporting professional staff to deliver healthcare services that delight our clients
Fielding incoming calls, ensuring the callers needs are met, handling the enquiry and escalating to the appropriate team member where necessary.
Managing email correspondence to ensure timely communication and appropriate action.
Data entry, including new referrals and correspondence updates.
Booking and managing appointments
Filing, copying, scanning and electronic file management
Sorting mail
Maintain cleanliness of office
General admin duties
Assisting managers and leaders with case reviews and reporting, ensuring we dot the i’s and cross the t’s on every service.
Ensuring invoicing is completed in an efficient manner and accounting queries are addressed and escalated to manager when required
Use IT systems effectively to maintain records, progress notes and documentation of cases, case reviews and data reporting requirements.
Weekly statistics and monthly statistics
Debt recovery
Other Duties:
Act only in ways that advances IOH objectives, values and reputation.
Perform other duties, consistent with skills and experience, as directed by the Practice Manager or directors
Discuss work & organisational problems with management.
Engage in performance reviews and implement corrective action resulting from each review.
Complete other duties that may be reasonably required.
Attend meetings as required
Be available for and engage in training where needs are identified.
Follow company opening and closing procedures
Receipt and distribution of IOH mail / email
General typing and assistance for all departments
Ensure tidiness in kitchen, bathrooms, lunch room, reception, main office areas
Recycling
Ensure timely completion of required tasks, meeting deadlines and communicating accordingly regarding any issues
Interpret instructions and issues arising, and then implement actions according to administrative policies and procedures.
Research and investigate information to enable strategic decision-making by others
Participate in meetings and project team activities
Adhere to stated policies and procedures relating to quality management
Adhere to procedures relating to the proper use and care of equipment, supplies and materials for which the role has responsibility.
Work Health and Safety (WHS):
Follow safe work practices and work instructions to comply with WHS legislation and obligations.
Report any safety issues and take reasonable care for the health and safety of yourself and others.
Seek guidance for all new or modified work procedures.
Ensure any hazardous conditions, near misses and injuries are reported immediately to management or a Health and Safety Representative (HSR).
Never wilfully place at risk the health or safety of any person in the workplace.
Never wilfully or recklessly interfere with or misuse anything provided in the interest of environment health and safety or welfare.
Policy and Planning:
Comply with IOH policies, procedures, plans and work instructions.
Assist in the efficient and effective implementation of IOH plans and policies.
Assist in process improvement to update policies, procedures and work instructions.
Assist in ensuring effective control of the purchase, disposition and use of IOH resources.
Contribute to operational planning as requested by Reporting Manager.
Conditions of Employment
Valid driver’s licence and reliable vehicle
