Clinic Coordinator

PURITY BRIDGE ROLE SPECIFICATION

POSITION: Clinic Coordinator (full time)

SALARY: circa. £23,000 depending on experience

PLACE OF WORK: 19 Mount Ephraim, Tunbridge Wells, Kent TN4 8AS

DISTANCE: Must live within a 45-minute commute of the clinic

HOLIDAYS: 20 days plus bank holidays

SICK PAY: Statutory sick pay allowance

**JOB SUMMARY**

**PERSON ATTRIBUTES**

**TECHNICAL SKILLS REQUIRED**
- Organisational skills
- Ability to multi-task
- Logistical planning capabilities

**OTHER SKILLS REQUIRED**
- Ability to problem solve
- Conflict/dispute resolution
- Ability to work under pressure

**ESSENTIAL REQUIREMENTS**
- Experience working in a team
- Basic typing ability
- Polite & courteous
- Presentable
- Efficient and organised
- Enthusiastic
- Discrete
- Confident talking to people in person and on phone
- Experience with word processing
- IT experience

**DESIRABLE REQUIREMENTS**
- Familiarity with social networking websites and etiquette
- Accounts experience (banking, reconciling, allocating payments etc.)
- Understanding of basic marketing
- Digital dictation familiarity

**Roles of post**

**ROLE**: Contribute to the administration team to enable Purity Bridge to meet its aims and objectives within a profitable, efficient, safe and effective working environment maintaining a motivated happy and committed team. The main areas of responsibility are customer service, enquiry handling, patient liaison, helping to maintain the premises, the day-to-day running of the clinic, reception cover as required. You will be instrumental in patient enquiry handling, out-patient clinic organisation and liaising with 3rdparties when necessary.

**RESPONSIBILITIES**:
The Clinic Coordinator will be responsible for patient enquiry handling and ensuring enquiries are appropriately logged and responded to in a timely manner. You will have responsibility for booking clinics, ensuring clinic notes are prepared the day before clinics are held. You will be involved in administrative and clinical meetings, and will be responsible for the taking and distribution of minutes at the meetings. You will be involved in raising invoices & allocating payments, reconciling charge sheets against end of day banking and recording cash payments in the cash receipt book. You will report to the Clinic Manager.

**Duties of the post**

**Organisational**
- Document handling, including photographs, printing and electronic transfers
- Help to convene meetings, prepare agendas, distribution of and taking minutes as necessary
- Organise sponsorship and support of meetings when relevant in conjunction with Clinic Manager
- Involvement in the development, review and updating of practice protocols where necessary in conjunction with Clinic Manager
- Help with the procurement of practice equipment, supplies and services in conjunction with Clinic Manager
- Ensure all staff are kept informed of policy changes where relevant
- All other aspects of administration relating to the workings of Tunbridge Wells Plastic Surgery/Purity Bridge
- Liaising with all medical personnel and their secretaries (or designated representatives) to maintain efficient running of clinic
- Effectively manage own time, workload and resources

**Patient/client services/complaints**
- Monitor complaints and patient feedback and report back at regular meetings in conjunction with Clinic Manager
- Booking appointments for procedures, consultations and other appointments
- Answer telephone, listen to answering machine messages, take and relay messages
- Assist customers in finding and purchasing retail items
- Encourage customers to purchase products if appropriate to their requirements
- Ensuring customer satisfaction
- Maintain customer database in conjunction with Clinic Manager
- Help with typing of outpatient clinic letters where necessary
- Organisational involvement in staff and practice timetables, duty rotas, holiday cover in conjunction with Clinic Manager
- Answering queries from patients promptly, courteously and efficiently
- Organise feedback and suggestions from patients/clients
- Forward complaints from patients/clients as appropriate

**Office supplies**
- Alongside colleagues, ensure regular supply of office stationery, equipment etc, liaise with Clinic Manager when supplies need replenishing.

**Maintenance of the clinic**
- Help to maintain standards of cleaning and hygiene throughout the building
- Help with maintenance of common equipment, e.g. kitchen facilities, sanitary facilities etc.
- Help alongside the rest of the team to ensure the scrubs have been washed and put away.
- Help in take deliveries.

**Information technology**
- As required, work with the team to ensure the latest news, developments and other matters of interest are communicated on Social Media
- Maintain relationship with IT support
- Assist in general office duties and reception work

**Patients/clients**
- Develop and maintain new and existing services in conjunction with Clinic Manag