Administrative Assistant

3 weeks ago

Milton, Australia Define Clinic Full time

Location: Define Clinic, Milton

**About The Business**

**Responsibilities**
- Daily Operations_
- Greet and welcome clients and visitors in a courteous and professional manner.
- Taking payments and deposits for all appointments as well as correct tendering of payment into the system.
- Manage and coordinate client communications, ensuring accurate scheduling and timely follow-ups.
- Maintain a tidy and presentable reception and seating area to create a warm and welcoming space.
- Basic daily cleaning duties to ensure the tidiness of the clinic.
- Tidying and restocking supplies in treatment rooms.
- Completing the task list on a daily basis.
- Customer Service_
- Communicating with all clients at a high level of professionalism and friendliness.
- Provide accurate information to clients about clinic treatments, and pricing. Seeking information from our resources or other team members if needed.
- Address basic client concerns, resolve minor issues, and escalate complex matters to the appropriate team member.
- Ensure a high level of client satisfaction by accommodating client needs effectively.
- Taking initiative to learn information about offered treatments and products, as well as their benefits, risks, associated timelines, and prices.
- Strong knowledge of the retail offering and ability to offer basic recommendations based on a client’s needs.
- Administrative Support_
- Assist with client forms, records, and data entry into the clinic's systems.
- Coordinate and manage client files and documentation, ensuring confidentiality and compliance with AHPRA regulations.
- Assist in managing inventory and ordering clinic supplies when needed.
- Basic social media posting if required by the Clinic Manager.
- Supporting sales efforts by tactfully promoting treatments or products, scheduling consultations, and following up on inquiries from potential clients.
- Effective management of the scheduling and the point-of-sale systems.
- Collaboration & Communication_
- Liaise with the clinical team to ensure a seamless client experience.
- Communicate effectively with other team members to facilitate the efficient flow of operations within the clinic.
- During downtime assisting the team on tasks they may need help with.

**Requirements**:

- Professional presentation with neat and tidy hair, and natural makeup. Clean and enclosed shoes. Black scrubs or professional office attire in neutral colours.
- Saturday availability is a must for every single week (unless closed).
- 2 shifts during the week, most likely a Monday and a Friday, but can be flexible.
- The ability to show empathy, understanding, and patience when dealing with sensitive issues to create a supportive and caring environment.
- Time management, prioritising tasks and ensuring that all duties are fulfilled efficiently.
- The attitude of a team player, willing to support and assist colleagues when necessary.

**Benefits**
- Cosmetic treatments at heavily discounted prices.
- Work with a young, friendly, dynamic team that regularly participates in social activities.
- Never have to work a Sunday, no early starts, no late finishes.
- Close to public transport, lots of (paid) parking available.

**Job Type**: Casual

Pay: $29.96 - $35.96 per hour

Expected hours: 10 - 20 per week

**Benefits**:

- Employee discount

Schedule:

- Afternoon shift
- Day shift
- Weekend availability

Ability to commute/relocate:

- Milton, QLD 4064: Reliably commute or planning to relocate before starting work (preferred)

**Experience**:

- Administration: 1 year (preferred)

Work Authorisation:

- Australia (required)

Work Location: In person

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