Office Assistant - Cardiff, United Kingdom - iLase Limited

Description

• 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.

• We are looking for an enthusiastic person with a cando attitude who enjoys a challenge
• You will often be required to work alone, therefore the ability to multitask, manage your own time and work under pressure and coordination of daily workflow on and offsite is key.
• You have experience within sales and marketing and will organise from timetotime patient events and teaching opportunities.
• Your role will be key to coordinating 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.

• 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 selfeffective
• 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 selfstarter 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

• 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 doublebooked 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

• 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. Reenforcing relationships with community optometrists and establishing new relationships to increase awareness of the practice amongst practising optometrists.

• Be on the lookout for what's new—analyse opportunities, treatments, services and business partners we may encounter
• Maintain and expand the referral base of the practice. Reenforcing relationships with community optometri