Job Description

Job Purpose

Oversees the support function of the Centre, by providing an efficient, professional and effective administrative service to the clinicians and patients. Creates a high standard of performance through job function including administration, reception, and customer care, complies with DHCC/DHA regulations, meets quality standards and delivers against key performance indicators.

Responsibilities

• Lead administration staff that manage diary of assigned individuals and/or departments, ensuring the efficient coordination of dates, times and venues and the effective scheduling and prioritization of appointment, meetings and other associated events and functions.
• Leads and coordinates the administrative support for the therapy services operation.
• Contributes to business growth by actively promoting Aspris’s therapy services, in line with the Centre’s business plan.
• Manages, monitors and reviews patient appointments.
• Identifies, recommends and implements policies, processes and systems designed to improve and enhance the effectiveness, efficiency and professionalism of Centre’s performance.
• Regularly monitors, reviews and reports on the performance of the clinicians’ appointments against key performance indicators, quality assurance targets and audit results ensuring clinical services continue to deliver to quality standards in terms of patient satisfaction rates and revenue generation.
• Manages the daily operations of the practice and on-going Quality Improvement process in conjunction with the Operations Director and Director of Quality
• Accountable for the Centre’s operating budget, in conjunction with the Finance Manager and/or Accountant ensuring the integrity and accuracy of the billing process.
• Supervises and coordinates a key administrative process ensuring all associated records, transactions and arrangements comply with company policies and procedures, providing an audit trail by which data and information can be provided or accessed as required.
• Collates data from a variety of sources, producing reports and statutory returns, which meet defined quality standards in terms of accuracy, format and timeliness regarding Centre functions.
• Assists Operations Director and Marketing Manager with the marketing of the Centre’s services and events.
• Manages and develops a skilled and motivated workforce through the effective application and communication of recruitment, selection, development and performance management processes for the administrative team.
• Support the senior HR Manager in the application of Professional Licensing and Visa requests and renewals.
• Identifies, recommends and implements training and development plans designed to improve and enhance the effectiveness, efficiency and professionalism of the administrative team.
• Assists Insurance Coordinator in filing, tracking insurance claims and informing patients of insurance approval and denials from time to time.
• Assists in updating staff on administrative changes ensuring accuracy of all data input.
• Ensures the Centre’s compliance with all local regulatory policies and regulations by keeping accurate, up to date hard copy files, including personnel files.
• Carries out Fire Marshall duties of the Centre and maintains a valid Fire Marshall certification.
• Responsible for the HSE duties and coordinates the waste management of the Centre and induction plans.
• Cover the reception as and when required to ensure sufficient staffing.
  

Knowledge / Education / Skills

• Bachelor’s degree in healthcare management, business administration, or a related field (Master’s is a plus).
• Strong knowledge of UAE healthcare regulations and licensing processes.
• Excellent leadership, communication, and problem-solving skills.
• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers.
• Excellent computer proficiency (MS Office – Word, Excel and Outlook).
• Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing. exemplary customer service.
• Proven ability to meet operational KPIs and manage budgets.
  

Experience

• 3 to 5 years in a leadership or supervisory role.
• At least 5 years of relevant experience in a clinical or healthcare operational setting.
• Experience managing multi-specialty clinics or medical centers is preferred.
  

Responsibility

Leadership: Line management responsibility for the administration team.

Budgets & Equipment: Collective responsibility for the care and security of equipment and adhering to the cost and budget guidelines.

Information: Shared responsibility for the confidentiality, security and accuracy of records, data and information. Ensuring good quality documentation, which meets the Organisational requirements Regulatory guidelines and statutory requirements.

Communication & Interaction: Communications will regularly require some judgement involving the seeking and gathering of information with the need for some explanation.

Safeguarding

All colleagues have a responsibility to protect and safeguard vulnerable individuals at risk (whether children or adults). Colleagues must be aware of local child and adult protection procedures and who to contact within the Local Authority Safeguarding team for further advice. All colleagues are required to attend safeguarding awareness training and to undertake additional training appropriate to their role.

Work Environment

Full time office working