Overview:
A vacancy exists for a Senior Administration Clerk, based in East London, reporting to the Practice Manager. The successful candidate will have excellent written communication and administration skills, and provide the full administration and support function to the Practice Manager and Management team.
Minimum Requirements / Experience:
Grade 12
A tertiary qualification is advantageous
Own transport
At least 5 years' experience in a relevant field
Strong computer literacy and competence in full Microsoft office suite
Excellent command of the English language
Experience in dealing with customers, patients, and employees
Ability to work independently, manage time and use initiative
Confidentiality and discretion
Qualification or experience in ISO 9001: Quality Management System or Occupational Health and Safety is advantageous
Responsibilities:
Perform administrative tasks requested by Practice Manager and Head Radiographer
Capture, extract, collate and compile data and reports on a daily, weekly and monthly basis
Manage and maintain an efficient record and filing system
Attend meetings and in-service training as scheduled
Take minutes of all management meetings and other, as required
Assist with coordinating and arranging training and workshops
Capturing and management of workskills plan and training records
Assist with incident investigation, root cause analysis, follow-up and feedback
Assist with Quality Improvement initiatives
Provide communication and feedback to patients, customers and employees
Manage comment cards supported by management
Ensure vendor deliverables are met against signed service level agreements
Assist Practice Manager and other line manager with HR admin tasks i.e. completing HR documentation for approval, arranging and participating in interviews, Lexis Nexus checks, gathering documentation for new engagements, reference checks, and onboarding new employees to the unit (micro induction)
Be the Health and Safety Officer and attend all related meetings, training and obligations
Assist with the execution of policies and procedures relating to Occupational Health and Safety, Infection Prevention, and Quality Management
Participate in all internal audits and contribute meaningfully to audit compliance
Managing corrective action plans (CAPS)
Radiation and dosimeter management and reporting
Medical surveillance bookings for employee entry and exit medicals
Manage and investigate customer relationship complaints including determining cause of problem and providing feedback to the customer
Site specific Hazardous Chemical Agents management
Management of Health Care Risk Waste and general waste
Contribute to an environmental aspects and impacts register as well as monitoring of monthly water, electricity and other resource usage
Participate in Occupational Health and Safety Risk Assessments and Operational Risk Assessments
Monthly reporting on all Quality outcomes
Participate in infection prevention activities and facility walkthroughs
Document control and ensuring the correct documents and latest version is in use
Competencies:(Knowledge, skills and attributes)
Problem-solving/analysis
Planning & organising
Pays close attention to detail
Excellent interpersonal and communication skills is needed
Resilience
Verbal & written communication
Teamwork
Customer responsiveness
Attention to detail
Building relationships
Organizational awareness
Drive & energy
Excellence orientation
Ethical behaviour
Commitment towards continuous improvement
Ability to work independently
Good time management
Honesty and reliability
Ability to work under pressure
Aptitude for Quality Management
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