Operations Assistant at EHA Clinics

Purpose of the position 

• The Operations Assistant reports to the Practice and QA manager of the Clinic. S/he will undertake all operational and clerical duties in line with his/her outlined Job description,
• S/he will be the “face” of the organization to all visitors and will be responsible for creating the first impression visitors would have about the Organization.

What you’ll do 

The Operations Assistant will support EHA Clinics department predominantly to:

• Receive and welcome clients at the clinic
• Create, update, and maintain low-level records and databases related to Odoo
• Generates final invoices for clients/patients 
• Responsible for filing itemized receipts and claims for submission to the respective insurance companies
• Assists in vendor identification and requesting & receiving RFQs for clinic purchases
• Creates and updates vendor profiles on Odoo 
• Maintaining patient confidence by keeping their information confidential.
• Maintains important documents, files, and records in an organized manner.
• Supports managers and employees through a variety of tasks related to organization and communication
• Responsible for providing information about the services and products of the Clinics when visitors make an enquiry.
• Attends to all phone calls made to EHA Clinics 
• Ensures compliance with all the safety procedures and keeps the management informed about any kind of unsafe situation.
• Responsible for conferring and coordinating with other departments.
• Updating job knowledge by participating in educational opportunities; reading technical publications; maintaining personal networks.
• Accomplishing organizational goals by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
• Receives, sorts and distributes mail
• The task list is neither exhaustive nor restrictive and it is evolving.
• Adheres to EHA Clinics Code of Conduct as well as ethical standards of the field.
• Other duties as assigned from time to time
• Provide emotional support and measures to alleviate fear and anxiety.
• Participate in voluntary community health activities to promote, maintain and restore health and prevent diseases.
• Adheres to Policies and Procedures.
• Adheres to EHA Clinics Code of Conduct as well as ethical standards of the field.
• Must have excellent customer service skills and communication skills
• Must be able to plan and perform daily activities in an organized manner.
• Must be kind, compassionate, dedicated, and patient.
• Must have the ability to handle different kinds of emotions as well as manage on-the-job stress.
• Must be focused, very detailed, and creative in making decisions.
• Must be physically and mentally stable to handle extended shifts as well as mental pressure and traumatic events.
• Must be able to review, analyze and respond to the different situations they encounter daily.
• Must be able to think critically in adapting to change, judging situations, and taking appropriate decisions.

Key Areas of Note 

• Ensure continuing education, training and development is undertaken to meet clinical governance guidelines for Continuing Professional Development and a Personal Development Plan. 
• Keep up to date with relevant medical research, technology, and evidence-based medical practice by attending continuing education courses and professional meetings, reading journals, etc.
• Perform a variety of research and analysis tasks associated with the improvement of clinical care, medical diagnosis, and treatment where appropriate.

Requirements

The requirements listed below are representative of the knowledge, skill, and/or ability required to successfully perform this job.

• Minimum of two (2) year experience handling roles as a Personal Assistant, Front Desk Executive, and Customer Service in any reputable company.
• Bachelor’s degree in Business Administration, Office Management & Technology, Public Administration, Secretarial Studies, or any management-related field.

Key Skills and Attributes

• Hold Computer literacy
• Excellent Communication
• Working Under Pressure
• Humane, Empathetic and Supportive Bedside Manner
• Leadership and Teamwork
• Problem solving and Initiative
• Time Management and Organization
• Attention to Detail
• Knowledge and skills to provide vaccination.
• Knowledge and skills to perform minor trauma care including suturing, plaster casting, I&D, debridement etc.
• Knowledge and skills to stabilize trauma patients prior to transport to a higher level of care.