CLINIC ADMINISTRATOR

Inherent requirements:

• Matric
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manual
• Mathematical acumen
• Reasoning ability to resolve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form
• Intermediate computer skills are essential (MS Office)

Other requirements and skills:

• Must be detail orientated, have ability to multitask and possess great interpersonal skills
• Team player
• Ability to consistently perform job duties as outlined in the job description
• Demonstrate commitment to professional growth and competence
• Demonstrate and support service excellence standards outlined in the employee handbook
• Demonstrate compliance with patient confidentiality 100% of the time

Duties and responsibilities:

• Monitor system performance, identify areas for improvement, and implement necessary adjustments to enhance efficiency and user experience
• Collaborate with regional managers to ensure accurate and timely reporting through the system
• Verify data integrity, troubleshoot discrepancies, and provide support in generating reports for decision-making purposes
• Proactively identify opportunities for process optimization, user training enhancements, and system upgrades to maximize efficiency and effectiveness
• Maintain thorough documentation of system processes, procedures, and troubleshooting guidelines
• Provide ongoing support to end-users, addressing inquiries, resolving issues, and delivering timely assistance to ensure smooth system operation
• Solicit feedback from system users to gauge satisfaction levels, identify areas for improvement, and address any user concerns or challenges
• Foster a culture of user engagement and collaboration to enhance system adoption and effectiveness

Duties and responsibilities:

• Scheduling of appointments for medical surveillance or any other clinic visits by managing the board and the booking diary
• Ensuring that clients follow the clinic schedule and complete the attendance register procedure
• Welcoming clients and ensuring that they feel comfortable while waiting
• Ensure the correct timesheets and supporting documents are submitted timeously
• Order clinic stock and equipment as and when required while ensuring Head Office processes it
• Ensure monthly record of all orders are kept and track stock levels
• Assist with arrangements for locum staff
• Prepare documents for the Occupational Healthcare Practitioners weekly visit
Manage and oversee the clinic filing as well as the data capturing system: capturing of stats, tracking, retrieval, returning, sorting of files, keeping filing cabinet updated according to the Company’s employee list, filing and capturing of reports and documents as requested by the Occupational Healthcare Nursing Practitioner (OHNP) or any other duties pertaining to the filing and capturing system
• Ordering of stationary
• Assistance with the maintenance and housekeeping of the office, office storage and clinic equipment
• Ensure all medical certificates are captured into the HMS daily