Head Healthcare Administrative Assistant - (ZR_20197_JOB)

This is a remote position.

1. Virtual Administrative Duties:

• Manage telephone calls, direct queries to the appropriate person, and take/distribute messages as needed.
  

• Efficiently manage appointment scheduling to ensure accurate coordination of treatments, consultations, and follow-ups.
  

• Oversee diary management, optimizing schedules to maximize efficiency.
  

2. Client Communication & Engagement:

• Provide exceptional customer service, maintaining a professional company image via phone, email, and social media.
  

• Respond to inquiries, address concerns, and provide detailed service information.
  

• Assist with client coordination, call-back requests, and triaging new inquiries with team support.
  

• Build and maintain positive client relationships, ensuring satisfaction and addressing feedback.
  

• Manage the client feedback and review process, ensuring a consistent flow of positive reviews across platforms.
  

3. Operational & Administrative Support:

• Facilitate check-in and check-out processes, handling administrative tasks such as consent forms, payment processing, and documentation.
  

• Work closely with senior clinical and management teams to ensure smooth appointment coordination and operational efficiency.
  

• Escalate urgent issues to senior staff and maintain clear communication with the team.
  

• Support virtual meetings and conferences, including scheduling, managing virtual platforms, and taking minutes.
  

• Manage meeting room bookings via Outlook, resolving scheduling conflicts for optimal efficiency.
  

• Perform general administrative tasks, including filing, data entry, and correspondence management.
  

• Assist in content creation for company services to support marketing and client education.
  

• Ensure smooth clinic operations, coordinating practitioner and client interactions.
  

• Communicate effectively with staff, clinical teams, and external healthcare professionals to ensure a professional and seamless client experience.
  

• Prepare patient files and clinic lists for practitioners based on scheduled treatments.
  

• Coordinate referrals, lab tests, and prescription refills, following up to ensure timely completion.
  

• Oversee daily operations, ensuring team compliance with policies and SOPs.
  

• Lead weekly staff meetings to identify and report operational improvements to the Clinic Manager.
  

• Develop strong working relationships with team members and manage their schedules effectively.
  

• Coordinate activities across the integrated care team, liaising with all disciplines and external clinic partners.
  

4. Records Management & Compliance:

• Organize and manage electronic medical records while ensuring compliance with confidentiality and data protection regulations.
  

• Maintain and update client information and medical histories accurately within the electronic health records (EHR) system.
  

• Coordinate with IT support to set up new staff on internal IT systems.
  

• Monitor stock levels, source necessary items, and maintain minimum stock requirements.
  

5. Financial & Sales Responsibilities:

• Process payments accurately, maintain client accounts and financial records, and address billing inquiries.
  

• Maximize revenue opportunities through strategic upselling of treatments, courses, and retail products.
  

• Maintain a thorough understanding of the company's health and wellness services and products to ensure informed client interactions.
  

6. Health & Safety Compliance:

• Adhere to the company's processes, Health & Safety obligations, and CQC policies to promote a safe working environment (training provided).
  

• Perform additional duties as reasonably assigned by the line manager.
  

Requirements

• Proven experience as a medical administrative assistant or in a similar healthcare administrative role.
  

• Familiarity with electronic health records (EHR) systems and virtual healthcare platforms.
  

• Excellent written and verbal communication skills, with the ability to interact professionally with patients and healthcare professionals.
  

• Strong organizational and multitasking abilities with keen attention to detail and accuracy.
  

• Knowledge of medical terminology, procedures, and industry regulations.
  

• Proficiency in virtual communication tools and office software such as Microsoft Office and Google Workspace.
  

• Ability to maintain patient confidentiality and adhere to data protection laws.
  

• Flexibility and adaptability to work efficiently in a fast-paced virtual environment.