Senior Administration Assistant (Receptionist)

As a Senior Administration Assistant (Receptionist) you will be responsible for providing second tier front end administration and clerical support to the Clinic Administration Officer in the following designated areas: Aviation Medicine, Reception, and Telephone Room (Medical and Dental). You will need to function as a responsible individual in these areas, continuously monitoring and reviewing all the existing process and makings suggestion for improvement and assisting in implementation of new processes.

In this role, you will:

• Maintaining, updating, filing and processing all documentation related to Aviation Medical Licensing in coordination with the doctors to consolidate and establish proper recall and filing systems.
• Oversee assigned area, report all quantifiable workload drivers, escalate any relevant problems, recommend enhancements / modifications relating to existing processes and practices followed within the section to team leaders.
• Initiate and monitor progress of specialised (MEDIFS) e-work flow systems with proper communication and coordination with relevant personnel until resolution.
• Ensure the smooth operation of the telephone room by monitoring (call waiting, lost calls, timed out) calls, executing action plans for immediate resolution of ongoing problems and escalating complex cases to appropriate personnel using the computerised telephone statistics system.
• Assist and collect information for senior team members to use as training initiatives.
• Reallocate resources to assist in other routing clerical administrative functions.
• Ensure the smooth operation of reception in order to provide high quality service. This will include correct processing of documents and files for current and future appointments in sequence and the front line problems are resolved as quickly and effectively as possible and escalated if required.
• Ensure all public area in Medical Services is clean and tidy and contact the maintenance people if any problem needs to be actioned.
• Maintain records of bookings of the conference room, library, and electronic equipment by various sections at the Clinic to ensure proper allocation of resources.
• Generate the roster for team members and ensure appropriate coverage for clinic hours.