Admin Assistant

JOB PURPOSE
Provide administrative support across the organization and handle the flow of people through the business and ensure that all receptionist and cashier responsibilities are completed accurately and delivered with high quality and in a timely manner.

DUTIES
Receptionist

1. To attend to phone calls & redirect calls as necessary.
2. Greet patients, attend to their request/inquiries and direct them to contacts or service areas.
3. Take care of patient’s registration, managing and schedule appointments.
4. To attend to email and social media enquiries, i.e. FB, IG.
5. Facilitates patient flow by notifying of patients' arrival, being aware of delays, and communicating with patients and clinical staff.
6. To keep the reception area ready for each working day and have all front desk activities fully operational at the start of the business hours.
7. Responsible for keeping the reception area clean and organized.
8. Back-up as clinic assistant and assist doctor, where necessary, ie. handover charge sheet to the Doctor’s room, call out the next patient in queue, etc.

Cashier

1. Generate tax invoice and acquire payment from the patients.
2. Receive payment from the patient and generate payment receipt.
3. Count money in cash drawers at the beginning and end of shifts to ensure that amount are correct and tally with Medex.
4. Close shift of the day and do terminal closing.
5. Print out the daily sales report, payment method report and keep accurate records of daily transactions to ensure tally with Medex.
6. Deposit cash earn via cash sales into the safe box.
7. Compile all charge chits, terminal settlements and report to be keyed into the daily collection excel sheet.
8. Keep track on the outstanding payment, acquire payment from patient (follow up via email/whatsapp) and prepare monthly outstanding report. Maintaining excellent patient care and feedback mechanism.

Administrative duties

1. Create stickers for new items and print stickers for all stocks.
2. Create stickers for new packages and print payment schedule breakdown prices.
3. Update Medex and inventory system (GRN) on the amount of received stocks within the same day or the next working day.
4. Collect Stock Card from all departments every week and update Medex system.
5. Prepare monthly stock count report and report to Centre Manager (CM) once completed before CM or PIC key into the summary sheet for Finance department perusal.
6. To assist the respective PIC, where applicable in monthly/yearly stock count for financial year end closing.
7. To provide administrative support including filing, prepare letters/reports, following up on tenancy agreement, vendor’s agreement or contracts and assist in the MOH license renewal preparation, etc.
8. Supports the company's operations including all the office tasks (eg, top up stationeries, pantry supplies, tissues, etc.)
9. To assist in certain project/s as and when directed by the Centre Manager, Medical Director or management.
10. To participate and contribute to the marketing and expansion activities of Sunfert Group as the need arises.
11. Assisting fellow colleagues and to perform any other duties as assigned by the Centre Manager or the management team.

REQUIREMENTS

1. Candidate must possess at least SPM/STPM, Diploma or equivalent.
2. Required skill(s): Knowledge in MS Office.
3. Candidates with 1 - 2 years’ experience are preferred.
4. Telephone skills & etiquette, good customer service, time management, and organised
5. Excellent communication and multitasking skills, positive attitude and strong work ethic.
6. Possess analytical, strong interpersonal skills, self-motivated, team player and effective communication skills