Personal Assistant at Astradental Services

PA

• To provide full personal assistant support by dealing with all correspondence and calls.
• To proactively manage and coordinate the diary of the Chief Executive by prioritizing and arranging internal and external meetings, ensuring appropriate briefing papers are prepared and provided.
• Plan and organize travel and accommodation when required.
• Maintain effective filling and data storage including emails and retrieval systems.
• drafting routine letters to a high standard, minute meetings, taking messages and other administrative tasks as required to support the Chief Executive.
• To provide support for Board of Director meetings by ensuring meetings are properly arranged and serviced. This will include drafting agendas, collating papers, and reports, taking minutes and following up action points.
• Supporting the Chief Executive to keep the Board of Director informed about the work of the organization and their appropriate training and induction.
• To service meetings of the Senior Management Team by drafting and collating papers and reports, preparing manageable agendas, taking minutes, and following up on actions points.
• To plan and manage key organizational events such as; AGM, Staff and Volunteer conference, Strategy days, Staff briefings and others as required.

Customer-care duties

• Greet, welcome, serve, engage and orient patients to the clinic in the best way possible.
• For new patients: obtain, record, and register patient’s information on the New patient registration form Key in the information to the Smart finance , online platform
• For continuing clients: Cash patients, check balances, for Insurance clients, check details for patients, guide them through proper claim form filling.
• Queue the patient and inform the team in the treatment room.
• Communicate with customers via phone, email, or letter -Address queries and complaints from existing and potential clients.
• Investigate immediate customer’s problems and find solutions -respond and screen correspondence emails
• Keep Track of appointment schedules and confirm patient’s appointments.
• Follow up on approvals from insurances.
• Answer telephone calls and direct them appropriately. Checks all missed calls/SMS follow up.
• Promote product exchanges and returns such as dispatch of lab work to the respective labs.
• Ensure patient comfort by communicating, serving refreshments and updating them on the status of their appointment while waiting.
• Cashiering: verify payments from patients.

Required Qualifications:

• At least a diploma/ degree in Administration or relevant training and Experience
• At least 7 years’ Experience as a PA/Administrator
• Should be able to work late hours