Office Assistant Cardiff, Wales
Job description
Please note: applicants will ONLY be considered if you have relevant experience
About the job
- We are looking for an experienced Executive Assistant/Medical Secretary to work closely with a Consultant Ophthalmologist in an exclusive and small private practice in Cardiff, Wales. You will provide full secretarial and executive assistance support to the practice
- The role is not just to provide clerical duties in a doctor’s office. Your work is crucial to the functioning of the practice that provides patient care and business sales and marketing.
- You have several years exposure to a PA/EA/Secretarial role ideally within the medical field. Preferably with experience as an optometrist, dispensing optician or optical assistant.
About the role
- We are looking for an enthusiastic person with a can-do attitude who enjoys a challenge
- The role is of high importance and requires an individual with very strong organisational and interpersonal skills. The practice is in the process of going fully digital with online booking and an electronic patient record; this will greatly reduce many of the traditional medical secretarial parts of the job and allow the successful candidate to concentrate on more individual project-based tasks and be more efficient with their time.
- You will often be required to work alone, therefore the ability to multi-task, manage your own time and work under pressure and coordination of daily workflow on and off-site is key.
- You have experience within sales and marketing and will organise from time-to-time patient events and teaching opportunities.
- Your role will be key to co-ordinating all aspects of the brand experience.
- This is primarily an EA role. However, you will also interact with the public throughout the day, taking phone calls, and assisting with scheduling appointments. You will follow up with all new patients and provide relevant information where necessary.
This describes you:
- We are looking for someone with the capacity to take on the full role and manage it. Embracing new technology to ensure a more efficient and customer service orientated environment.
- You are the sort of person who brings ideas to the table and helps implement them. You are precise and self-effective
- You love nothing more than pulling together lots of different data points and insights to outline a clear way forward
- You pride yourself in your creativity and expansive thinking
- You find pleasure in systems, frames, and logic that make the complex easy to navigate and understand
- You are a self-starter who takes initiative to explore new things
- You naturally prioritise and synthesise complex ideas
- You get energised by working with people of all different expertise
- You pay great attention to detail and understand the importance of doing so
Key Accountabilities Include:
Day to day
· Manage all patient enquiries; schedule clinic appointments and the surgical schedule; liaise with the private hospitals to exchange details of patient bookings and avoid slots being double-booked or being left empty and creating large gaps in the schedule; deal with enquiries concerning insured patients; work closely with the consultant and the practice manager to ensure smooth functioning of the practice; prepare patient files and records as needed; manage online digital reviews and patient feedback; other duties as required from time to time.
· Manage and update all aspects of digital communication from website, digital online media, and patient feedback.
· Ability to touch type. There is very little typing of letters with this job now that we are in the process of going fully digital. However, you must possess excellent IT skills and be experienced in Word, Outlook, Excel and PowerPoint.
· Management of the introduction of digital aspects – equally for practice management, web templates and digital case notes etc.
· Manage storage of data in company systems and be actively involved in the final stages of transmission to fully digital system and maintenance and update of the new system
· Patient record management including regular audits
· Assisting with the running the consultant’s diary and time management
· Assisting the consultant with academic work and teaching events.
· General office administration including office support including filing, scanning, shredding, cleanliness of office, telephone queries, collating information, database input, stationary ordering
Practice/Brand Advocacy
- Keep Practice consistency top of your mind so we are our best selves in the eyes of patients and consumers
- Ensuring adherence to the Practice Policies and Brand equity.
- Providing a welcoming atmosphere for patients and other visitors
- Assisting with practice promotion, and advertising
- Lead the planning, organising, and management of resources to bring about the successful completion of specific project goals and objectives.
- Maintain and expand the referral base of the practice. Re-enforcing relationships with community optometrists and establishing new relationships to increase awareness of the practice amongst practising optometrists.
Market Analysis & Sales and Marketing
- Be on the look-out for what’s new—analyse opportunities, treatments, services and business partners we may encounter
- Maintain and expand the referral base of the practice. Re-enforcing relationships with community optometrists and establishing new relationships to increase awareness of the practice amongst practising optometrists.
Job Types: Full-time, Part-time
Part-time hours: 20 per week
Salary: £20,000.00-£24,000.00 per year
Benefits:
- On-site parking
Schedule:
- Monday to Friday
COVID-19 considerations:
Sanitiser on site, all staff are vaccinated, ventilation, adherence to guidelines.
Education:
- Diploma of Higher Education (preferred)
Experience:
- Administrative Assistants & Receptionists: 1 year (required)
Work Location: One location
Reference ID: iLase office 001
Expected start date: 01/03/2023
