SUMMARY:
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POSITION INFO:
Overview:
A vacancy exists for a Senior Administration Clerk, based in East London, reporting to the Practice Manager. The successful candidate will have excellent written communication and administration skills, and provide the full administration and support function to the Practice Manager and Management team.
Minimum Requirements / Experience:
- Grade 12
- A tertiary qualification is advantageous
- Own transport
- At least 5 years’ experience in a relevant field
- Strong computer literacy and competence in full Microsoft office suite
- Excellent command of the English language
- Experience in dealing with customers, patients, and employees
- Ability to work independently, manage time and use initiative
- Confidentiality and discretion
- Qualification or experience in ISO 9001: Quality Management System or Occupational Health and Safety is advantageous
Responsibilities:
- Perform administrative tasks requested by Practice Manager and Head Radiographer
- Capture, extract, collate and compile data and reports on a daily, weekly and monthly basis
- Manage and maintain an efficient record and filing system
- Attend meetings and in-service training as scheduled
- Take minutes of all management meetings and other, as required
- Assist with coordinating and arranging training and workshops
- Capturing and management of workskills plan and training records
- Assist with incident investigation, root cause analysis, follow-up and feedback
- Assist with Quality Improvement initiatives
- Provide communication and feedback to patients, customers and employees
- Manage comment cards supported by management
- Ensure vendor deliverables are met against signed service level agreements
- Assist Practice Manager and other line manager with HR admin tasks i.e. completing HR documentation for approval, arranging and participating in interviews, Lexis Nexus checks, gathering documentation for new engagements, reference checks, and onboarding new employees to the unit (micro induction)
- Be the Health and Safety Officer and attend all related meetings, training and obligations
- Assist with the execution of policies and procedures relating to Occupational Health and Safety, Infection Prevention, and Quality Management
- Participate in all internal audits and contribute meaningfully to audit compliance
- Managing corrective action plans (CAPS)
- Radiation and dosimeter management and reporting
- Medical surveillance bookings for employee entry and exit medicals
- Manage and investigate customer relationship complaints including determining cause of problem and providing feedback to the customer
- Site specific Hazardous Chemical Agents management
- Management of Health Care Risk Waste and general waste
- Contribute to an environmental aspects and impacts register as well as monitoring of monthly water, electricity and other resource usage
- Participate in Occupational Health and Safety Risk Assessments and Operational Risk Assessments
- Monthly reporting on all Quality outcomes
- Participate in infection prevention activities and facility walkthroughs
- Document control and ensuring the correct documents and latest version is in use
Competencies: (Knowledge, skills and attributes)
- Problem-solving/analysis
- Planning & organising
- Pays close attention to detail
- Excellent interpersonal and communication skills is needed
- Resilience
- Verbal & written communication
- Teamwork
- Customer responsiveness
- Attention to detail
- Building relationships
- Organizational awareness
- Drive & energy
- Excellence orientation
- Ethical behaviour
- Commitment towards continuous improvement
- Ability to work independently
- Good time management
- Honesty and reliability
- Ability to work under pressure
- Aptitude for Quality Management
