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Clinic Assistant Manager

2 weeks ago

Singapore Vault Personnel Pte Ltd Full time

**Responsibilities**:
**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 the 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
- 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

**Other**
- 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

**Job Requirements**
- Nursing Training highly regarded
- Aesthetic/Spa/Retail Management highly regarded
- At least 2 years of operational management experience in the Aesthetics or Retail industry
- Multi-site retail management experience
- Successfully driving & achieving sales target
- Service ori