At a Glance
- Tasks: Join us as an Office Administrator, handling finances, materials, and patient bookings daily.
- Company: Doc Plus Ltd is a dynamic healthcare provider focused on delivering exceptional patient care.
- Benefits: Earn £13.50/hour with opportunities for growth and a supportive work environment.
- Why this job: Be part of a team that values organization and communication while making a real impact in healthcare.
- Qualifications: Looking for smart, organized individuals with good people skills and experience in admin roles.
- Other info: Ideal for high school and college students seeking hands-on experience in a professional setting.
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 front desk operational tasks and 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.
We are looking for someone competent enough as this job requires a lot of documentation and paperwork.
The salary for this job position is £13.50/hour.
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 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 & got; 30 days (exception being contracted staff)
· Daily reconciliations complete within 24 Hours.
· Inventory Turnover greater than 12 x per annum
· No Stock losses on “High Value” inventory
· Appointment cancellations <1% due to clinic / system / materials issues
(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.)
Doc Plus Ltd | Administrator employer: Doc Plus Ltd
Contact Detail:
Doc Plus Ltd Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Doc Plus Ltd | Administrator
✨Tip Number 1
Familiarize yourself with the specific financial reconciliation processes mentioned in the job description. Understanding how to match transactions with cash and card receipts will give you a significant advantage during the interview.
✨Tip Number 2
Brush up on your knowledge of inventory management and ordering systems. Being able to discuss how you would ensure continuity of supply for consumables will demonstrate your proactive approach to the role.
✨Tip Number 3
Highlight any experience you have with supplier and contract management. Be prepared to share examples of how you've successfully managed supplier relationships or negotiated contracts in previous roles.
✨Tip Number 4
Showcase your organizational skills by preparing to discuss how you manage multiple tasks and priorities. The role requires excellent administrative abilities, so having concrete examples ready will help you stand out.
We think you need these skills to ace Doc Plus Ltd | Administrator
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in administration and financial tasks. Emphasize your skills in managing invoices, supplier contracts, and any previous roles that required strong organizational abilities.
Craft a Strong Cover Letter: In your cover letter, express your enthusiasm for the role and how your background aligns with the responsibilities outlined in the job description. Mention specific experiences that demonstrate your competence in handling financial reconciliations and materials management.
Highlight Key Skills: Clearly list essential skills such as excellent communication, PC literacy, and good organizational skills. Provide examples of how you've successfully used these skills in past roles to support your application.
Proofread Your Application: Before submitting, carefully proofread your CV and cover letter for any spelling or grammatical errors. A polished application reflects your attention to detail, which is crucial for the Administrator role.
How to prepare for a job interview at Doc Plus Ltd
✨Show Your Financial Acumen
Since the role involves daily financial reconciliations and handling cash, be prepared to discuss your experience with financial processes. Highlight any previous roles where you managed cash flow or reconciled accounts.
✨Demonstrate Organizational Skills
The position requires excellent organizational abilities. Share examples of how you've successfully managed multiple tasks or projects simultaneously, especially in a fast-paced environment.
✨Communicate Clearly
Excellent communication skills are essential for this role. Practice articulating your thoughts clearly and concisely, and be ready to provide examples of how you've effectively communicated with team members or clients in the past.
✨Familiarize Yourself with Patient Admin Systems
If you have experience with patient admin software or similar systems, make sure to mention it. If not, do some research on common systems used in healthcare settings to show your willingness to learn and adapt.