File and Administration Assistant

4 months ago

South Yarra, Australia Lex Medicus Full time

**Company Description**
The File and Administration Assistant is responsible for tracking, compiling, cross-referencing and preparation of all pre-appointment documentation in line with Lex Medicus’ agreed timeframes. The File and Administration Assistant ensures the quality of pre-appointment documentation in line with Standard Operating Procedures, expert preferences and legislative/jurisdictional requirements. The File and Administration Assistant provides excellent customer service, timely resolution of issues and supports in the provision of factually accurate and timely reports.

File Preparation
- Pre-appointment checking, chasing and preparation of all report files;
- Pre-appointment preparation of templates for experts and transcribers;
- Maintain accurate and timely updates and uploads to Salesforce;
- Maintained detailed Notes to File when matters deviate from standard procedure or when instructions varied by the client;
- Post-appointment processing of files, scanning and archiving

Communication and Customer Service
- Provide exceptional customer service and product/service information;
- Resolve emerging problems and handle customer complaints by providing appropriate solutions and alternatives within time limits, follow ups to ensure resolution, record customer interactions and escalation;
- Ensure excelling service standards, respond efficiently to customer inquiries and maintain high customer and expert satisfaction;
- Communicate urgent file requests with other staff as required;
- Contact customers to track paperwork and any other file issues;
- Inform the QA Manager regarding staff/roster/leave changes.

Reception Support
- Support the Clinic Coordinator in management of reception on day to day basis;
- Greet and sign in experts and examinees to Lex Medicus’ offices;
- Ensure that clinics are clean and well stocked in between examinations;
- Ensure that experts have all requirements while using the clinics. Files, Dictaphone, hand weights etc.

General
- Function as an effective, positive team member;
- Maintain active knowledge of work health and safety practices and procedures;
- Adhere to all policy and procedures;
- Complete all required training, learning & development courses on time;
- Promotion of Lex Medicus on social media;
- Attending Lex Medicus seminars, functions and training days as required;
- Business development communications with lawyers and clients.

**Qualifications** Qualifications and Experience**
- Study, experience or qualifications in allied health, legal or insurance industries - highly regarded
- High level of written and verbal communication skills
- Good computer skills, particularly with Microsoft Office
- Strong attention to detail;
- Strong organisational and time management skills;
- Problem-solving & initiative;
- Adaptability and reliability;
- High level of personal accountability;
- Demonstrated ability to work as part of a team;
- Commercial acumen and genuine enthusiasm to build relationships and provide excellent customer service.

**Additional Information** You are welcome here.**

Our fast-growing team of more than 3,000 people around Australia represent a huge array of life experiences, skills and ways of thinking. We value all these differences.

We are an Equal Opportunity Employer, proudly welcoming people with disability including mental health conditions, people from diverse cultural and linguistic backgrounds, people from the LGBTQI community, veterans, carers and Indigenous Australians to our team.

**You are welcome here.**

Our fast-growing team of more than 3,500 people around Australia represent a huge array of life experiences, skills and ways of thinking. We value all these differences.

We are an Equal Opportunity Employer, proudly welcoming people with disability including mental health conditions, people from diverse cultural and linguistic backgrounds, people from the LGBTQI community, veterans, carers and Indigenous Australians to our team.

We are happy to adjust our recruitment process to support accessibility needs.

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