Administration Executive

2 weeks ago

London, United Kingdom EA Clinic Full time

**About us**

EA Clinic is a small business in London, W1G 6AQ. We are professional, innovative and our goal is to to be a leading cosmetic clinic on Harley Street, offering the best treatments by a select team of specialists..

Our work environment includes:

- International workforce
- On-the-job training
- Safe work environment

You will be punctual, reliable and an outgoing, friendly and enthusiastic person who can work well both alone and as part of a team. You will need to have the ability to communicate confidently with a wide range of stakeholders and clients.

You will also be a problem solver who excels in customer service and is comfortable in a customer-facing role, calm under pressure with a positive outlook and the ability to juggle multiple priorities.

As a full-time Administrative Executive, you will be responsible for providing support to the Founder (Medical Director and Cosmetic Surgeon), and the Head of Clinical Services, in addition to administrative support of the highest quality to the team.

This is an in-office role and working from home is not available.

**Responsibilities**:

- Support the owner and founder, managing his diary
- Arrange meetings, consultations and appointments
- Coordinate office activities and ensure that workflow runs smoothly.
- Responsible for closing the clinic and activating the clinic alarm
- Schedule and organise monthly team meetings, quarterly MDT meetings and annual staff appraisals
- Be the first point of contact for all enquiries and ensure responses in a timely manner
- Provide support to staff and patients to ensure their needs are met
- Assist the Marketing Manager with social media support when required
- General administration and clerical work as required
- Answering lead enquiries and communications from Whatsapp, SMS, Facebook, Instagram, and telephone calls (Central line and mobile) and managing responses
- Preparation of the operating lists 14 days in advance of the operating day.
- Ordering consumables for the clinic
- Input new patient details, update records and enter data onto the clinic system with precise attention to detail
- Manage correspondence and telephone enquiries as directed
- Maintain stationery/stock levels
- Minuting meetings
- Chaperoning clients
- Provide cover for their colleagues in their absence
- Scanning and filing of documentation for compliance
- Chasing pathology results from the laboratory
- Undertake audio typing and/or checking of Consultant’s letters
- Book follow-up appointments
- Work closely with the small team providing sufficient information and support to ensure that smooth patient service can be maintained
- Oversee data collection for CQC
- To take complete ownership of the planning, implementation, and review of staff training, ensuring EA CLINIC training standards are met and staff are fully supported in their roles.
- Review client files, including assessments, risk assessments and care plans, to ensure person-centred outcomes for our clients are achieved safely and effectively.
- To undertake audits of all communication logs, MAR sheets and incident reports, and report to the Clinic CQC Manager
- To help the business maintain and improve on the CQC ratings.
- Full compliance with the home's Statement of Purpose and be responsible for ensuring this document is kept up to date.

**Skills and Experience**
- 5 years Administration (preferred)
- Experience in medical / cosmetic clinic (preferred)
- Pabau software 2 years (required)
- Compliance (preferred)
- Previous Medical administrator experience (preferred)
- Microsoft office
- Good organisation skills
- Excellent telephone and written manner

**Schedule**:

- Monday to Friday
- Weekends (on occasion if required)

**About the Individual**

**Salary**: £28,000.00-£34,000.00 per year

**Benefits**:

- Company events
- Company pension
- Employee discount
- Gym membership

Schedule:

- Monday to Friday

Ability to commute/relocate:

- London, W1G 6AQ: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Pabau: 1 year (preferred)
- Administrative: 3 years (preferred)
- Medical office: 1 year (preferred)

Work Location: One location

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