Clinic Assistant

1 week ago


Singapore Vault Personnel Pte Ltd Full time

**Responsibilities**:
**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

**Clinic 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**
- 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 the 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

**Job Requirements**
- Qualifications in beauty industry and/or relevant tertiary studies (nursing, working towards beauty qualifications, vocational certificates) considered.
- Relevant certifications include ITEC / CIDESCO / ITEC etc.
- At least 1 years in aesthetic clinic or beauty or retail outlet
- Passionate about the aesthetics industry
- Outstanding customer service skills with motivation and enthusiasm to ensure clients receive professionalism
- Problem solving skills
- Able to interact with people at all levels
- Consultation skills to determine client requirements
- Professional and ethical
- Accountable
- Organised and the ability to manage multiple projects
- Diligent with a continuous improvement mindset
- Calm under pressure
- Outstanding presentation and communication skills
- Passion for ongoing learning
- Friendly and consultative disposition
- Team oriented
- Takes initiative
- Strong Microsoft Office skills for Excel, Word and PowerPoint is a must
- Flexibility to work in a retail environment during late night trading, weekends, and public holidays
- Presentation is immaculate

**Other Information**
- Job Type: Full time and permanent
- Salary: S$2,500 to S$3,000 + Product Sales Commission Pool
- Working hours: Monday to Saturday (10 am to 8 pm, 5 days per week, 1 off day based on schedule on weekdays)
- Benefits: Annual leave, medical benefits and work injury compensate insurance

**Salary**: From $2,500.00 per month

**Benefits**:

- Health insurance
- Parental leave

Schedule:

- Day shift
- Monday to Friday
- Weekend availability

Su


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