Administrator

1 month ago

London, United Kingdom Gordon Yates Full time

**Summary**
A senior administrator who can nurture the practice team and foster clinical and organisational excellence, as well as overseeing business development, income and expenditure to maximise profitability and reduce unnecessary expenditure.

**Confidentiality**
To maintain patient, company and financial confidentiality at all times.

**Operations**
- General administrative management, ensuring efficient running of the company.
- Manage and organise a company diary in order that a programme is developed for the following tasks to get carried out.
- Staff holiday
- Administration meetings
- Director’s diaries
- Oversee the organisation of the company shared drive to ensure all staff members have access to essential documentation. Maintain and keep this tidy.
- Update Clinic contacts.
- Management of diaries, financial, stock, human resources, marketing, IT and premises (see below).
- Taking responsibility for resources, buildings, computers and other equipment. Physio equipment
- Monitoring patient satisfaction
- Responding to complaints

**Financial**
- Monitor and manage the day to day finances of the company including but not limited to:

- Invoicing, debtors
- Payment of expenses
- Bank reconciliations
- Cash and Cheque reconciliations
- Administration and reconciliation of all practice income and expenditure.
- Control of accounts sent and invoices received.
- Keep and overview of company expenditure by liaising with directors.
- Ensure timely submission of claims.
- Supervise Practice Administrator and private income streams.
- Maximise income and control costs as part of the management team.
- Payroll - liaise with Accountants

**Implementation of Services/ Improvement**
- Policies & Procedures - Schedule perform an annual review of the policies and procedures
- Quality - strive to maintain quality within the practice. Discuss and help implement improvements to the practice, systems and quality of care.
- Stock - Establish and implement better ways to manage stock levels, reordering and reduce wastage.
- Referrals - Establish and implement better ways to manage referrals and to communicate with the referring source.

**Human Resources**
- Managing, recruiting, developing and motivating staff, with the aim of building an effective team;
- Oversee staff rotas both for Physio and Administration to ensure adequate cover.
- Organising and overseeing all appraisals at the company including holding and monitoring reception staff appraisals.
- Targeting, monitoring and incentivising the reception team including updating job descriptions and check lists of tasks.
- Ensuring all new starters whether physiotherapist or administration are supplied with all required documentation, including an induction have an induction booked in and the relevant documentation is provided to them including a contract, policies and procedures and IT details where relevant.
- Provision of contracts, job descriptions and all necessary documentation, systems and procedures to promote good staff relations and morale, motivation, disciplinary and grievance provisions and performance appraisal.
- Monitor staff holidays and absences

**Marketing/ Business Development**
- Assist with Business development, acquiring new customers and sell additional services
- Liaise with management about implementation of new marketing strategies
- Oversee practice lectures - Including OVERSEEING ADMIN TEAM:

- Sending out invitations
- Posting the lecture on the website
- Producing CPD certificates
- Organise ordering of any clinic stationary ie. Profile cards/ business cards.
- Understand the contents of a marketing pack and be able to put one together in order to send out.

Dress Code
- To be smart, presentable and professional at all times (when required for face to face)

**Renumeration**
- 40 hours per week - generally remotely.
- Will be expected to attend director meetings or visits to clinics/ networking events
- Training, CPD and further development needs supported
- Annual leave - 20 days plus bank holidays
- Company pension and bonus schemes

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