Aesthetic Clinic Assistant Manager

Daily Operations:

• Support the Clinic Director in day-to-day operations of the Clinic
• Manage a team of medical assistants, aesthetics sales consultants, therapists, and customer service executives
• Drive and record clinic compliance, checks and maintenance
• Identify and rectify clinic performance concerns
• Act as an escalation point for all clinic operations
• Ensure brand and promotion compliance
• Manage adverse actions
• Monitors appointment to ensure adequate customers and sufficient staff
• Ensure medical assistants, aesthetics sales consultants and therapists SMS appointment confirmation
• Ensure customers package record forms are acknowledged on every visit after treatment
• Ensure consent forms are acknowledged by customers and witnessed by staff
• Attend, investigate, follow-up and resolve day to day customers’ issues (feedback, refunds, complaints, etc.)
• Lead, coach and motivate a team of aesthetics consultants, therapists to maximize sales
• Monitor staff performance, sales, customer service, accuracy of invoices, etc.
• Able to use all systems and generate sales reports weekly (and as requested). Required to prepare sales report summary and present to Management
• Prepare daily, weekly, and monthly reports
• Prepare documentation for authority and ensure all licenses are valid
• Support Clinic Director on any administrative matters

Treatments:

• Consult with clients regarding treatments, risks, pre and post care
• Support the Doctors and conduct treatments as needed
• Perform treatments whenever required
• Focus on upselling and cross-selling clinics services and products

Banking and Finance:

• Manage the clinic money – clinic expense management
• Ensure CASH are deposit to bank account on a daily basis
• Prepare bank payment and liaise with Account Team
• Liaise with Clinic Director on all Banking needs

Facilities Management:

• Responsible for overall housekeeping – Ensure rooms are neat, machines are in order, lightings, sound system, camera, etc. are in working order
• Schedule and manage vendors for the servicing of equipment
• Liaise with landlord on day-to-day matters and escalate issues as necessary

Inventory Management:

• Replenish, retrieve, and monitor stock levels
• Prepare and submit monthly reports on expiring and expired stocks
• Conduct joint stock take with Clinic Coordinator monthly to ensure healthy inventory levels
• Arrange and conduct joint stock take with auditor at year end

People Management:

• Plan and manage staffing requirements to ensure current and projected business requirements are met
• Plan monthly rosters – plan staff working schedules (preferably plan 2 weeks in advance for the following month) – ensure staff get their meals break (block lunch hour based on appointment)
• Manage employee attendance:
  – Check and ensure staff claim their OT hours
  – Ensure staff off days are planned, AL submitted in advance, etc.
  – Manage employee leaves and time-bank (off-in-lieu)
• Clearly establish, communicate, and manage team KPIs and performance standards: team meetings
• Coach, mentor and guide the team to develop their ability to deliver results
• Lead, manage and facilitate team development and training
• Drive employee motivation
• Ensure team has all relevant information and tools required to perform their duties and established standards are maintained
• Direct and oversee the prioritisation of activities to ensure all targets and deadlines are met
• Support Clinic Director on HR responsibilities
  – Recruitment – identify suitable candidates and conduct interview
  – Onboarding of new hires
  – Assist in training of new staff
  – Commissions preparation and checking
  – Prepare monthly payroll report for Payroll Team (including commission, claims and OT)
• Report any employment matters or work injuries to Clinic Director and/or HR Partner
• Manage all work pass holders and ensure work passes are valid

IT Management:

• Liaise with the IT team as and when required
• Update the system on pricing, new treatments, products, new staff, etc.
• Assist in amendments in the system on a daily basis/stock usage and balance for inventory module at clinic
• Attend to all IT related issues as and when required

Others:

• Involve in marketing brainstorming to grow clinic revenue
• Update treatments protocol and costing
• Application and renewal of licenses from the relevant Ministries

Work Health and Safety:

• Liaise with WHS Team as and when required
• Comply with all workplace health and safety standards
• Report all hazards, incidents, and injuries immediately to your Line Manager

General:

• Read and comply with all company policies and procedures
• Assist with ad hoc duties as required