Admin and Customer Service Lead at The Olive Prime Psychological Services

Location: Lekki, Lagos

Principal Duties and Responsibilities
Customer Service Functions:

• Take inquiries from patients or their relatives with regards to our services, prices, and operations either via telephone or in-person.
• Interface with Visitors / Clients and clearly address their inquiries.
• Focus on providing exceptional services resulting in customer satisfaction and positive.
• Ensure quality assurance in the delivery of our services.

Patient's files and documentation:

• Opening of patients’ files for newly registered patients, allotting
• hospital and medical record number and retrieving of patients files when clients come for follow up.
• Check that all discharged patients are properly followed up by primary Clinicians.

Admin Functions:

• Ensure proper filing of official documents; answering telephone calls, compiling and typing of official documents as required, photocopying and distributing materials.
• Receive, dispatch and disseminate official correspondence.
• Assist in the procurement of office items when the need arises.

Business Development Functions:

• Work with the Business team to develop excellent proposals.

Facility Management:

• Ensure the availability of necessary supplies by identifying procurement needs of the facility (reception, departments, kitchen, and wards)
• Ensure effective planning and execution of operations by reducing waste levels
• Ensure the facility and the office premises is always neat and tidy.
• Ensure the kitchen unit, driving unit, cleaning unit, and security unit deliver professional services.

Human Resource Function:

• Ensure proper documentation of new staff
• Manage attendance register for all staff
• Identify Staffing needs and relate them to HR
• Comply with and maintain knowledge of the company’s policies on dressing, attendance, computer usage, security, and confidentiality.

Person Specification

• Minimum of a B.Sc in any related course, a Master’s Degree will be an added advantage.
• Minimum of 3 years work experience as an Admin/ Customer Service personnel
• Possess high levels of interpersonal communication, written and verbal communication, and documentation skills.
• Proven ability to execute complex and detailed processes and procedures timely, accurately and consistently.
• Ability to multi-task, prioritize workflow, and complete tasks with a high level of organization, responsibility, and efficiency.
• Ability to adapt in a faced paced and changing environment.
• Strong problem solving and resolution skills.
• Possess excellent marketing and proposal writing skills.
• Ability to work on own initiative and as part of a team.
• Must possess some emotional intelligence for customer management.
• Must be social media savvy and proficient in the use of Microsoft Word, Excel and PowerPoint.