Customer Services Administrator
3 weeks ago
**Job Purpose**
Under the direct supervision of the Centre Manager and within established policies and procedures, the incumbent is responsible for the reception and administration duties ensuring the effective and smooth operation of the Centre.
**Responsibilities**
**Reception -**
1. Greets and registers patients and notifies medical staff of their arrival;
2. Offers complimentary beverages to the patients upon arrival;
3. Maintains presentable appearance in line with Aspris standards;
4. Verifies and inputs patient demographic and insurance information into the Tendercare software program;
5. Complies with Government regulations for the Wellbeing Centre;
6. Records patient complaints effectively, following Centre guidelines for internal process;
7. Receives incoming telephone calls, schedules initial and follow-up appointments with specialists, takes and delivers messages;
8. Confirms appointments for the daily schedule;
9. Interacts and communicates professionally with co-workers, management and patients;
10. Ensures the confidentiality of employee, legal, client, budget, and other Centre matters;
11. Collects consultation fees and issues receipts at the time of service;
12. Handles cash and maintains an accurate cash drawer count with daily reconciliation and data return;
14. Ensures patients complete the happiness feedback form;
15. Ensures the reception area is well stocked with magazines and patient literature;
16. Carries out the Fire Marshall duties of the Centre and maintains a valid Fire Marshall;
17. Performs the duties of the Deputy HSE Coordinator as needed;
18. Any other reasonable duties as required.
**Senior Administrator -**
- Effectively manages the Reception Rota, ensuring adequate cover at all times, alerting Centre Manager of any concerns;
- Deputise for Centre Manager when required, will be supported by Operations Director;
- Provide training to new Administrators, ensuring their understanding of the Aspris standards;
- Identify process and operations improvement in collaboration with Centre Manager;
- Collaboration with clinical team on effective appointment bookings as per individual requests;
- Assists the Centre Manager with the marketing of the Centre’s services and events;
**Knowledge / Education / Skills**
1. High School diploma required, undergraduate college degree preferred;
2. Excellent outstanding engaging personality a must;
4. Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers;
5. Must have the ability to understand and follow established procedures;
6. Ability to use good judgment in the course of contact with therapists, patients and staff.
7. Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service.
8. Arabic Language preferred
**Experience**
1. Previous experience in a medical facility is preferred.
2. Customer service experience
**Responsibility**
**Leadership**
No Line Management responsibility
**Budgets & Equipment**
Collective responsibility for the care and security of equipment and adhering to the cost and budget guidelines.
**Information**
Shared responsibility for the confidentiality, security and accuracy of records, data and information. Ensuring good quality documentation, which meets the Organisational requirements Regulatory guidelines and statutory requirements.
**Communication & Interaction**
Communications will regularly require some judgement involving the seeking and gathering of information with the need for some explanation. May have interactions which contain distressing information.
**Safeguarding**
All colleagues have a responsibility to protect and safeguard vulnerable individuals at risk (whether children or adults). Colleagues must be aware of local child and adult protection procedures and who to contact within the Local Authority Safeguarding team for further advice. All colleagues are required to attend safeguarding awareness training and to undertake additional training appropriate to their role.
**Working Environment**
On site working
**Salary**: AED5,500.00 - AED6,000.00 per month
COVID-19 considerations:
All Covid-19 precautions are being taking in-line with DOH.
Application Question(s):
- Your experience will be checked, do you confirm your answers are truthful?
**Experience**:
- Healthcare front desk: 1 year (required)
- face to face customer: 2 years (required)
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