Administrative Manager at Smile360 Dental Specialists

Location: Ikoyi, Lagos
Reports to: Chief Operations Officer
Prepared Date: March 2022.

Summary

• The Administrative Coordinator is responsible for managing the work of all clinical and non-clinical staff to ensure service delivery in practice and all operational aspects within the Practice to achieve excellent customer service, quality clinical service delivery, cost-effective processes in line with company strategy, goals and values.

Responsibilities
Operations / Systems:

• Review and maintain systems and processes to ensure the smooth running of the practice, ensuring that these systems comply with the latest regulations.
• Ensure effective administration and application of governance procedures in all contracts while consistently exploring opportunities for cost optimization initiatives.
• Design a strategy around cost-effectiveness by getting better bargains from vendors
• Monitor compliance to these systems and processes across all practice staff.
• Maintain registration and comply with all Nigerian Medical Council requirements.
• Ensure practice compliance with Health & Safety requirements and regulations.
• Manage and order office supplies
• Build effective partnerships with vendors and external customers to ensure the clinic's relationships with external customers reflect positively on the company's brand/image
• Ensuring that the office is well-maintained, organized, and secure.
• Attend monthly practice meetings/in house staff training
• Ensure appropriate internal controls and measurement systems are in place to support Sustainability efforts
• Effectively balance people, operational and activity requirements
• Manage appointment book and practice recall/referral systems
• Manage weekly/ monthly scheduling of clinical and non-clinical staff
• Effectively supervise maintenance of equipment & manage reactive repairs in line with recommendations
• Manage vendor relations for optimal service delivery
• Assisting with special projects, such as process improvements and budget development.
• Responsible for the aesthetics and outlook of all parts of the facility to ensure an optimal experience for our patients
• Take up the responsibility of coordinating all Kaizen affairs in the organization
• To ensure high quality of service is maintained throughout the practice.
• Facilitate ordering new equipment as necessary
• Conduct process audits as per policy or as necessary
• Presents key indices and reports to Management for effective decision making
• Prepare, analyze and manage the department’s operating budget in conjunction with Finance during the annual budgeting cycle
• Making travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations
• Other tasks as may be assigned/necessary.

Key Performance Indicators / Performance Goals

• Services are rendered timely and professionally.
• Minimal downtime in line with agreed objectives.
• Ensure budgetary compliance and efficiency.
• Effective implementation of HSE policies and requirements.
• Ensure minimal error margin in service delivery.
• Drive Collaboration with Internal and External Stakeholders to secure timely sign-off.

Requirements

• Interested candidates should possess a Bachelor's Degree with a minimum of 5 years relevant work experience.

Salary
N250,000 Monthly.