File and Administration Assistant

at  Lex Medicus

Company Description
The File and Administration Assistant is responsible for tracking, compiling, cross-referencing and preparation of all pre-appointment documentation in line with Lex Medicus’ agreed timeframes. The File and Administration Assistant ensures the quality of pre-appointment documentation in line with Standard Operating Procedures, expert preferences and legislative/jurisdictional requirements. The File and Administration Assistant provides excellent customer service, timely resolution of issues and supports in the provision of factually accurate and timely reports.
Job Description

File Preparation

• Pre-appointment checking, chasing and preparation of all report files;
• Pre-appointment preparation of templates for experts and transcribers;
• Maintain accurate and timely updates and uploads to Salesforce;
• Maintained detailed Notes to File when matters deviate from standard procedure or when instructions varied by the client;
• Post-appointment processing of files, scanning and archiving

Communication and Customer Service

• Provide exceptional customer service and product/service information;
• Resolve emerging problems and handle customer complaints by providing appropriate solutions and alternatives within time limits, follow ups to ensure resolution, record customer interactions and escalation;
• Ensure excelling service standards, respond efficiently to customer inquiries and maintain high customer and expert satisfaction;
• Communicate urgent file requests with other staff as required;
• Contact customers to track paperwork and any other file issues;
• Inform the QA Manager regarding staff/roster/leave changes.

Reception Support

• Support the Clinic Coordinator in management of reception on day to day basis;
• Greet and sign in experts and examinees to Lex Medicus’ offices;
• Ensure that clinics are clean and well stocked in between examinations;
• Ensure that experts have all requirements while using the clinics. Files, Dictaphone, hand weights etc.

General

• Function as an effective, positive team member;
• Maintain active knowledge of work health and safety practices and procedures;
• Adhere to all policy and procedures;
• Complete all required training, learning & development courses on time;
• Promotion of Lex Medicus on social media;
• Attending Lex Medicus seminars, functions and training days as required;
• Business development communications with lawyers and clients.

Qualifications

QUALIFICATIONS AND EXPERIENCE

• Study, experience or qualifications in allied health, legal or insurance industries – highly regarded
• High level of written and verbal communication skills
• Good computer skills, particularly with Microsoft Office
• Strong attention to detail;
• Strong organisational and time management skills;
• Problem-solving & initiative;
• Adaptability and reliability;
• High level of personal accountability;
• Demonstrated ability to work as part of a team;
• Commercial acumen and genuine enthusiasm to build relationships and provide excellent customer service.
  Additional Information

Please refer the Job description for details