Office Administrator

We are looking for an enthusiastic member of staff to join our team at Baby Scanning as an office administrator at our Glasgow branch.

This is a customer facing role therefore you will be interacting with our customers, we are looking for someone who can put our customers first and make them feel welcome in our clinic when they may be a little apprehensive.

You will welcome the customers and their family. Have them complete the necessary paperwork, escort them into the scanning room.

You will also help the sonographer with the printing of photographs and packaging up the customers packages as well as taking payments and keeping on top of the admin of the running of the clinic. This role will also involve keeping the clinic area clean and tidy.

We would also like you to become involved in the social media marketing which would include taking photographs/ videos, getting involved in TikTok videos.

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 > 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 <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.)