Admin Assistant

Job summary:

• Looking for candidates available to work:
  • Monday: Morning, Afternoon
  • Tuesday: Morning, Afternoon
  • Wednesday: Morning, Afternoon
  • Thursday: Morning, Afternoon
  • Friday: Morning, Afternoon
  • Saturday: Morning, Afternoon
• More than 4 years of relevant work experience required for this role
• Working rights required for this role
• Expected salary: $3,000 - $3,300 per month
• Immediate start available

1. Introduction: We are a growing chain of plastic surgery clinics and ambulatory surgery centres and are seeking suitable candidates for the full-time position of Admin Assistant (AA).

2. Primary job scope:

   • Handling of phone and email enquiries and doctor’s schedule

   • Perform follow-up phone calls/SMS and send appointment reminders to patients. This may involve use of the fixed line telephone in the clinic or via a dedicated mobile phone

     1. During office hours (Monday-Friday 9am-5pm, Saturday 9am-1pm), the expected response time is:

        • Within the first 5 rings for phone calls

        • Within 1 hour for WhatsApp and SMS messages

        • End of work-day for email enquiries

     2. After office hours (Monday-Friday 5pm-9pm, Saturday 1pm-6pm), the expected response is:

        • Within 10 rings for phone calls

        • Within 2 hours for WhatsApp and SMS messages

        • At the start of the next work-day for email enquiries

   • Assist with drafting up financial estimations for procedures and explaining this to patients

   • Assist patients with the process of application for insurance pre-authorization and/or postoperative insurance claim forms

   • Reservation of operating rooms and inpatient beds (if necessary) at private hospitals and/or day surgery centres, their operating rooms and business offices

   • Perform postoperative phone call and/or WhatsApp checks on patients

   • Assist with photography and/or videography in the operating room and/or the consultation room

   • Assist with chaperone duties during the clinic consultation

3. Secondary job scope:

   1. The AA is required to assist with surgeries conducted within our clinic & surgery centre, which includes:

      • Helping patients change up and prepare for surgery

      • Taking of height, weight and vital signs (blood pressure, pulse rate, oxygen saturation) and charting this appropriately. This may be pre-, intra- or post-operatively

      • Helping to obtain and open equipment and consumables during surgery, where necessary

      • Helping with general post-surgical operating room maintenance duties. This includes returning equipment and consumables to appropriate storage places, general tidying up of the work area in the operating room, and appropriate disposal of waste and/or biohazard materials to the waste storage room

      • Assist patients with postoperative washroom visits

   2. Assisting with the clinic’s and doctors’ professional social media accounts and screening through the clinic Google reviews

   3. The AA role is occasionally interchangeable with the patient service advocate (PSA) role due to an overlap in the scope of work. This is often necessary under the following circumstances: PSAs on leave requiring coverage at the front desk or ongoing surgery in Surgery Centre requiring deployment of the PSA in the operating room. This will require the AA to be manning the front desk of the clinic.

   4. Stock taking and clinic audits

   5. Financial audits

4. Requirements:

   1. Proficiency in written and spoken English

   2. Proficiency in computer skills and productivity/social media programs, e.g., emails, MS Office, Adobe Acrobat, Adobe Express, Canva, Instagram, Facebook, YouTube

   3. Customer service oriented, with good communication and interpersonal skills, and ability to work within a small team

5. Work schedule:

   • The general work schedule is 5.5 days per work week (Mon to Fri and alternate Saturday mornings)

6. Contract:

   1. The contract is a one-year contract and will be renewed at the point of expiry, unless notice is given by either party prior to expiry of renewal.