Administrator

Job Description

Position Reports To: PA to Managing Director

Overview of Position:

The role of Office Administrator (OA) will be responsible for some of the daily operational and administrative
processes and tasks within the company which are key to the successful running of the business.
The OA will take responsibility for key process under the following general headings:
Financial Tasks: The OA will be responsible for the daily financial reconciliation processes and ensuring
that the transactions on the various clinical admin systems system match the cash taken and the card
receipts processed for that day.

The OA may be responsible for the handling of cash within the company which will include all cash
payments for treatments / procedures and the day-to-day management of petty cash. This will also cover the
banking of cash as a when required and managing the cash collection service for the business.
The OA will also be responsible for managing the refund process ensuring that the appropriate
authorisations are obtained and ensuring that refunds are processed in line with company policy.
Materials Ordering and Control: The OA will be responsible certain purchases within the company for both
Inventory and Non-Inventory and will ensure that the ordering system is adjusted in line with the
requirements of the business to ensure continuity of supply is maintained for the consumables required in
the treatment of patients.

Supplier / Contract Management: The OA will be engaged in the routine management of supplier contracts
within the business including but not limited to; Clinical Waste; General Waste; Payment Collection Services;
Payment Terminals; etc The OA will also be responsible for setting up purchase agreements and accounts
with preferred suppliers that the business selects to work with and for the issuing of Purchase Orders (POs)
for the purchasing of goods and supplies.

Systems Maintenance: The OA will be responsible for ensuring that the various Patient Admin Systems are
kept up to date with the correct pricing data, appointment types and timings; staff rotas; etc. The OA will also
be responsible for the necessary updates to the system for “Non-Standard” transactions such a “Voiding
Invoices” and the Issuing of “Gift Vouchers” etc.
Invoice Reconciliation & Approval: The OA will be responsible for collecting / generating copies of
invoices for all purchased items and services. Where required the OA will validate invoices, such as those
from contracted staff and form third party clinical providers to ensure they match with the services rendered.
The OA will be responsible for ensuring that all invoices are scanned and passed for payment in a timely
manner once they have been validated.

Appointment Bookings: the OA, working with the Clinic staff will be responsible for the booking of the
patients into the treatment room for minor surgery. Where required the OA will work with counterparts at
other third-party hospitals to book patients who require imaging tests such as (X Rays, CT scans, MRI
Scans etc)

Due to the limited size of the entire admin within the business the OA may be required, from time to time to
assist in carrying out some of the day to day operational and clerical tasks in support of the team and as
required assist in clinic with duties such as reception cover, call, and enquiry handling, etc.

Personal Attributes & Skills
Essential:
 Smart personal appearance with a positive disposition.
 Good People Management Skill, with previous experience in a similar role.
 Excellent communication skills both written and verbal.
 PC literate with intermediate skills on all Microsoft Office packages.
 An excellent telephone manner.
 Good organisational and administrative skills.
 Good listening skills and the ability to learn and adapt quickly.
Desirable:
 Working knowledge of Patient Admin software packages.
 Familiar with workplace regulations (Health and Safety at Work; Data Protection; Employment Law
& Practices).
 Customer Care Training / Experience
 Clerical skills such as touch typing.

Key Responsibilities and Duties
Financial
 Ensuring daily reconciliations take place and investigate any discrepancies in a timely manner.
 Ensure cash is regularly banked either personally of via Cash Collection service.
 Ensure all supplier invoices are validated prior to payment.
 Ensure refunds are authorised and processed in line with policy.
 Routinely review pricing from key suppliers with a review to cost reductions.
 Routinely review any stocks held by the company to ensure they are being used and not likely to be
scrapped due to expiry dates.
Materials Management
 Ensure that a process is in place for the ordering of all required materials for patient treatments.
 Ensure that an effective process is in place for the receipt and inspection of delivered materials.
 Ensure that all materials are on the system and POs are being issued for purchases.
 Ensure that any discrepant materials are returned in a timely manner.
 Ensure that for key suppliers we have contracts / agreements in place with appropriate T&Cs.
 For key suppliers ensure that there are credit accounts set up for purchasing.
Administration
 Ensure a process is in place for the receipt and validation of Invoices.
 Ensure effective internal delivery and distribution process for post and deliveries.
 Ensure all surgical patients are booked and confirmed at least 1 week in advance.
 Ensure all parts are uploaded and are correct on the system.
 Ensure that business systems are set up properly and routinely reviewed.
Key Measurements & Deliverables
 Zero Stock Outs for purchased goods.
 All payment terms are & gt; 30 days (exception being contracted staff)
 Daily reconciliations complete within 24 Hours.
 Cash banked as per agreed frequency and method.
Quality & Business Objectives
 Inventory Turnover greater than 12 x per annum
 No Stock losses on “High Value” inventory
 Appointment cancellations

(The above is neither inclusive nor exhaustive and other duties / objectives / goals may be reviewed and changed from time to time as business needs dictate and in agreement with job holder.)