Practice Administrator

Short Job Description: 

Our client is looking for an innovative, competent administrator to help take their natural health practice forward. The candidate must be confident at managing staff and customer relations, a quick-thinking problem solver, and a natural peoples-person. Full computer literacy, bookkeeping experience, and an understanding of accounting software are essential. Hours are approximately 3 mornings per week.

Where will the person be based? (Town/Suburb/work-from-home/remote): 
Select which one of these best describes the role: 
Part-time hours
Main area of expertise required: 
Administration - Healthcare/medical/pharma
Management- Medical/Health/Pharma
Receptionists - Healthcare/Medical/Pharma
Required Qualification: 
Matric, Bookkeeping
List of required computer software skills: 
Microsoft Office, Google Suite, Xero accounting
Estimated hours: 
Remuneration in ZAR: 
Remuneration term: 
Job posting date: 
Thursday, July 30, 2020
Full Job Description: 

Qualifications, Experience & Skills required:

1)      3+ years’ experience as an office manager

2)      Tertiary Qualification and 3+ years practical experience as a bookkeeper

3)      3+ years in medical administration

4)      Full fluency in computers, including G-suite, web site maintenance, and accounting and practice software

5)      Active drivers license and own vehicle


Role requirements:

1)      Bookkeeping

a)      Oversee cash up

b)      May be required to deposit cash at Bank on occasion

c)       Capture bank statement and patient payments

d)      Allocate expenses accurately

e)      Resolve accounting errors accurately

f)       Process debtors list and keep accurate records of debtor histories

g)      Budget and manage expenses efficiently

h)      Pay creditors and ensure accounts track with statements

i)        Investigate and resolve patient billing queries

j)        Issue letters of demand to bad debtors

2)      Stock control & invoices

a)      Maintain an efficient stock control system

i)        Check stock against reality (stock take) and flag divergences between recorded and actual stock

ii)       Order stock once weekly and maintain optimal stock levels using sales averages

iii)     Capture invoices & stock into Xero

iv)     Maintain expiring stock list

v)      Pack stock onto shelves

vi)     Pay creditors

3)      Handle patient queries effectively

a)      Medical queries

b)      Medical aid queries

c)       Billing queries

d)      Requests from & relationships with other practitioners & institutions

4)      Manage reception protocols

a)      Chairing weekly staff meetings, recording minutes and issuing new protocols

b)      Maintaining all practice records, including leave, warnings, protocol updates, and official documentation

c)       Problem solve where difficulties arise and update practice protocols actively to keep the business current and responsive

d)      Manage presentation and public image of the practice

e)      Update the website to keep information current and accurate

f)       Innovate strategies that will promote the practice and better serve patient needs

Application process:
Before applying check that your CV is comprehensive and that the roles and responsibilities demonstrate your capabilities and experience rather than a list of tasks. Always write in full sentences. You have up to 12 places of previous employment to demonstrate your skills, use as many as you feel are required but always include more than one. Write a motivational email explaining why you should be considered for the role. The motivational email will be seen before the CV and is submitted to the client with the CV. If you have not heard back within 14-21 days please assume the application was not successful.

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