Aesthetic Clinic Assistant

Customer service:

• Working as part of a high performing team, ensure customers are your priority at every point of contact:- Telephone conversations
  – Reception
  – Rostering
• Treat every customer genuinely and with care regarding their treatment results
• Manage POS and closing of transactions along with Clinic Manager
• Managing all appointments and staff rosters in a timely manner
• Ensure consent forms are acknowledged on every visit after treatment
• Attend, investigate, follow up and resolve customer issues
• Follow up on potential customers and maximise cross sales opportunities by suggesting related products to original enquiries
• Prepare and manage customer database to ensure all data are accurate and current

Administrative:

• Able to use all systems and generate sales reports when needed
• Prepare daily, weekly, and monthly reports (sales, payroll, inventory and other related reports)
• Support Clinic Director and Clinic Manager on any administrative matters
• Prepare documentation for authority and ensure all licenses are valid

Inventory Management:

Support Clinic Manager to:

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

Facilities Management:

Ensure Clinic is upkept clean, safe and to best standard:

• Housekeeping
• Cleaning
• Ensure electronics and lights and cameras are in working order
• Rooms preparation and turnaround after treatments
• Schedule and manage vendors for equipment servicing
• Support the Doctors and conduct treatments as needed
• Current knowledge of payment and/or promotions
• Report all hazards, incidents, and injuries immediately to Clinic Manager and liaise with Landlord as needed

Banking and Finance:

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

People Management:

• Responsible for maintaining the Employee Handbook and Operations Manual in clinic
• Support Clinic Manager with HR responsibilities
• Recruitment – preparing of contracts and letters
• Onboarding
• Assist in training of new staff
• Prepare monthly payroll report for Payroll Team (including commission, claims and OT)
• Check and ensure staff clear OT hours
• Manage employee leave and time-bank (off-in-lieu)
• Report any employment matters or work injuries to Clinic Manager and/or HR Partner
• Manage all work pass holders and ensure work passes are valid

IT Management:

• Liaise with IT team at Support Office for IT issues as and when required
• Manage Clinic IT systems (Online bookings)
• Strong competency on Excel, Word, and PowerPoint

Work Health and Safety:

• Comply with all work health and safety standards
• Report all hazards, incidents, and injuries immediately to your Line Manager

General:

• Comply with all company policies and procedures
• Monthly Stock takes and supplier management/Order placement
• Assist with ad hoc duties as required
• Support Support Office team (GM of Asia, Area Manager – as required)
• Application and renewal of licences, leases, and relevant ministries under the guidance of CD/CM
• Assist with ad hoc duties as required