the harley medical group
position: office manager & paLOCATION: HARLEY STREETFrom: February 2011
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PA TO THE SURGEONS AND SURGICAL ADMINISTRATION MANAGER FOR THE HARLEY MEDICAL GROUP AT THEIR FLAGSHIP HARLEY STREET CLINIC WITH OVERALL RESPONSIBILITY FOR THE MANAGEMENT OF THE SURGICAL ADMINISTRATION TEAM.
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RESPONSIBILITIES INCLUDE:
- MANAGING A TEAM OF 4 ADMINISTRATORS.
- COMPLEX DIARY APPLICATION AND MANAGEMENT FOR SURGEONS AND PRACTITIONERS.
- PRODUCING DOCUMENTS, BRIEFING PAPERS, CLIENT REPORTS AND LETTERS
- DEALING WITH ALL CLIENTS REFUND REQUESTS AND LIAISING WITH ACCOUNTS, ENSURING ALL REFUNDS ARE DEALT WITH IN A TIMELY FASHION.
- MANAGER OF ALL FLAGSHIP CLINICS COMPLAINTS, ENSURING THAT ANY CONCERNS OR COMPLAINTS ARE DEALT WITH APPROPRIATELY, RESPONDING TO CLIENTS IN WRITING AND UPDATING TRACKERS ACCORDINGLY.
- PREPARATION AND ORGANISATION OF CLINIC MEETINGS AND TRAINING SESSIONS.
- ORGANISING AND PARTAKING IN CONFERENCE CALLS AND TAKING MINUTES FOR FEEDBACK TO LOCAL TEAM AND SATELLITE CLINICS
- RESPONSIBLE FOR LIAISING WITH HEAD OFFICE REGARDING ALL FACILITIES QUERIES AND MEETING WITH CONTRACTORS ON SITE.
- CARRYING OUT ALL RISK ASSESSMENTS FOR THE CLINIC AND REPORTING TO THE CLINICAL SERVICES DIRECTOR.
- ATTENDING MEETINGS WITH SENIOR MANAGEMENT AND DIRECTORS TO IDENTIFY PLAN AND EXECUTE THE IMPLEMENTATION OF NEW BUSINESS IDEAS.
- MEETING AND GREETING PATIENTS AND VISITORS TO THE CLINIC
- MONITORING INVENTORY, OFFICE STOCK AND ORDERING SUPPLIES AS NECESSARY
- MONITORING AND UPDATING STAFF PERSONNEL FILES, CARRYING OUT EMPLOYEE 121'S AND ENSURING ALL TRAINING PLANS ARE UP TO DATE
- RECRUITING NEW MEMBERS OF STAFF AND PROVIDING SUFFICIENT TRAINING IF APPLICANTS ARE SUCCESSFUL.
- ENSURING PRACTITIONERS/NURSES HAVE UP TO DATE NOTES AND LISTS FOR THEIR DAY
- CARRYING OUT MONTHLY AUDITS AND REPORTING FINDINGS
- OBSERVING BALANCE REPORTS AND ENSURING BALANCES ARE SETTLED BEFORE OVERDUE DATES
- VERIFYING THE END OF DAY REPORTS, BANKING CASH TAKINGS AND CARRYING OUT FINANCE APPLICATIONS WITH CLIENTS
- ENSURING ALL MEMBERS OF THE TEAM ARE COMMUNICATING CLEARLY AND CONCISELY THROUGHOUT ALL LEVELS OF THE ORGANISATION.
- CHAPERONING SURGEON’S CONSULTATIONS AND ENSURING THE SURGEON’S AND PATIENTS HAVE CORRECTLY COMPLETED ALL CONSENT FORMS AND PRESENTING PATIENTS WITH COPIES OF SIGNED PAPERWORK.
- FIRE MARSHAL FOR THE FLAGSHIP CLINIC OF 30+ STAFF, ALSO IN CHARGE OF SCHEDULING AND CARRYING OUT ANNUAL TEST EVACUATIONS AND COMPLETING A REPORT OF THE RESULTS.