Audiology Clinic Administrator and Receptionist

Family Hearing Centre is a thriving independent hearing clinic in Epsom focused on providing the best quality of care for our patients. We are looking for a friendly, organised and self-motivated front-line receptionist with excellence in administration and people-skills to be a part of a close, caring team. This role will suit you if you find joy in helping others and enjoy working with people from all walks of life across all age ranges from babies to older adults. Your role is pivotal to the practice, being at the forefront of patient communication through friendly and compassionate communication. We are looking for someone who enjoys learning new things and enjoys the satisfaction of accomplishing more challenging administrative and business improvement tasks.  

Full training will be provided. Parking is off street.  

Hours: Monday to Friday 8:45am – 4:45pm with one 30-minute unpaid lunch break (37.5 hours per week). No weekend work. 

Key Tasks and Responsibilities:

Reception

• Welcoming patients in a friendly, positive manner and managing the reception area
• Answering enquiries and assisting patients with their queries made via phone, email and website contacts in a prompt and professional manner
• Scheduling appointments with a focus on diary management and completing appropriate follow ups e.g. recalling patients for their check-up appointments
• Receiving and sending mail and packages; organising for any couriers
• Assembling hearing aids and minor troubleshooting for patients’ hearing aids

Office Administration

• Processing payments and invoicing
• Finance management e.g. payment reconciliations and managing receivables 
• Working with Xero accounting software to manage banking
• Filing applications and communications with external parties such as ACC, Ministry of Health, Southern Cross, NIB, other medical practices etc.
• Data entry - processing invoices and payment processing (creditors and debtors)
• Ordering clinic supplies and consumables
• General support and office administration

Business Improvement

• Running weekly reports to see how business is tracking and informing Directors of insights
• External communications with key stakeholders e.g. suppliers. Liaising with external organisations such as GP practices, schools and rest homes to organise for audiologists to conduct talks and/or brochure/information drop-offs 
• Social media marketing - creating social media campaigns (e.g., for Facebook, Instagram), creating relevant marketing material and executing the campaigns; other marketing tasks such as google ads and marketing collateral creation
• Website development - improving current material and adding new material as and when required
• Stock take
• Similar tasks not listed above may be required

The successful candidate will have:

• Excellent computer literacy skills e.g. navigating platforms such as Xero, Office 365, Excel, Word, Microsoft Teams and patient database systems
• A keen interest in learning and/or developing marketing and other skills 
• High level of literacy skills 
• Experience working with people in a professional setting
• Excellent customer service and communication skills 
• A passion for helping people
• Punctuality and promptness     
• A keen eye for attention to detail 
• The ability to multi-task and work in a busy environment
• Motivated to use their time productively during quiet times  
• Enjoy tackling a good challenge
• NZ residency or a valid NZ work permit
• NZ Drivers’ Licence

Benefits

• Working with a very supportive, friendly, and caring team – excellent culture
• Highly rewarding job with high patient- and self-satisfaction
• Scope for career progression in any areas of interest i.e. marketing, business administration, office management
• Good working hours
• Team rewards
• Day off on your birthday