Senior Administrator - Claygate, United Kingdom - Surrey Foot Service

Description

Senior Administrator / Clinic Coordinator Vacancy

20 hours per week (potential to increase hours)

£15,600-£18,720

(£29,250-£35,100 FTE)
At Surrey Foot Service we solve foot pain to keep our patients active. We want you to share in our ethos and goals, fit seamlessly into our team, be excited about joining us on the next part of our journey, and of course have fun

We offer a fantastic range of treatments in practice including nail surgery, musculoskeletal assessment (including video and 3D gait analysis on treadmill), bespoke orthoses, Swift verruca therapy, verruca cryotherapy, verruca needling, ultrasound imaging, steroid injections, toenail reconstruction, diabetic foot assessments, plus all the other regular podiatry day to day stuff.

We have an amazing reception team, and are looking for someone to lead this team and manage the day-to-day running of the clinic.

This is an administration-based role with some time working from home, and some days required in the clinic.

You must be a self-starter, have great problem-solving skills, and most importantly be able to work as part of a team.

We look forward to getting to know you soon
-
Fiona & the team at Surrey Foot Service_


Further Details:

• Reports To: Practice Owner
• Fiona Kumar
• Manages: 3 x Reception Staff
• Location: Surrey Foot Service Limited with some home working
• Hours: 20 hours per week, to include at least 12 hours in the clinic

About Surrey Foot Service:

We are a thriving and growing practice with three clinical treatment rooms, and a gait analysis area.

We have four exceptional podiatrists supported by a great administration team all who seek to provide the best service possible.

We value team culture and ethos highly and incorporate the whole team in decision-making for the practice. We love to have fun and socialise outside of work hours where possible. If you think this would work for you, then keep reading


The role:

This role will oversee and coordinate the administrative aspects of the practice.

You will be expected to ensure the smooth daily running of the practice.

This will include overseeing day-to-day practice operations, managing the administrative team, supporting the clinical team, the management of supplies and stock, as well as other roles the business will require for operational management.

Your role will be critical in maintaining and developing our high quality service and work closely with the Director and other team members.

There is potential for this role to increase in hours and responsibility for the right person.

You are a highly motivated, enthusiastic and friendly individual with excellent communication skills. You will be quick-minded, with an ability to think under pressure, and be able to work autonomously.

You will have a proven track record of motivating and leading staff.

You will have the ability to lead and manage change, working collaboratively, and thrive on challenges in a changing environment.

Essential skills include:

Excellent literacy skills, good numeracy skills, IT literacy (specifically practice management software, Microsoft 365, google drive), organisational and communication skills.

Must have the ability to prioritise tasks and adapt accordingly.


Duties & Responsibilities include:


General Administration

• Manage and coordinate day to day operations for Surrey Foot Service
• Maintain a clean and safe reception space and communal areas
• Provide cover for reception where required
• Meet and greet patients and other practice visitors in person
• Answer incoming phone calls queries and forward where required
• Manage and order stock for both clinical and office supplies
• Oversee external correspondence
• Create good links with suppliers

Human Resources

• Develop and maintain documents for recruitment, induction and performance reviews
• Manage timesheets, annual leave and sick leave, ensuring relevant records are maintained

Team Management

• Facilitate practice culture
• Recruit, induct and mentor admin team members
• Undertake admin team monthly 1:1 meetings and annual appraisals
• Schedule and facilitate monthly full team meetings
• Develop and implement effective communication systems
• Manage annual leave and sick leave to ensure both administrative and clinical functions are maintained
• Manage admin team rotas and provide adhoc cover where a receptionist is not available
• Provide support for the clinical team

Accounts Management

• Manage accounts payable and accounts receivable
• Send and track invoices and follow debt recovery process
• Manage insurance claims
• Ensure fee information is correct and updated as necessary across all platforms

Practice Operations

• Oversee daily practice operations, including appointment scheduling, billing procedures, debt collection, cleaning, security and health & safety
• Ensure health & safety processes and procedures are in place and up to date
• Ensure all staff have