Hearcare Administrator/Co-Ordinator

at  Specsavers

ROLE SUMMARY

Responsible for the Hearcare administration for several different Hubs/Spokes by assisting in the smooth operation of the store and delivery of excellent customer service through accurate and efficient administration to achieve business objectives.

THE ROLE

General Hearcare Administration

• Attending store meetings
• Creating and maintaining action logs/minutes
• Compliance diary management
• Diary management
• Stock takes and controls
• Ordering hearing aids/consumables and maintaining correct levels
• Process invoices from suppliers
• Hub/hearcare audits
• Responsibility for document control
• Coordinate arrangements for staff training
• Maintain and display up-to-date staff structure chart
• Rota management and maintaining leave planner (annual leave etc.)
• Responsible for putting systems in place to enable cover for staff absence
• Review of census to determine needs of customers
• Pre-appointment reminder letters
• Ensure patient questionnaires are filled out
• Entering referral letters
• Communicating with G.P’s
• File customer records on a regular basis
• Use the sales ledger system for chasing debtors regularly and efficiently
• Prepare and send out letters and memos at the request of the Store Director/Manager
• Handling (through delegation and logging) any correspondence between 3rd parties and staff members (e.g. GP’s- patients- clinical staff-solicitors etc.)
• Open and maintain problem pathways report
• Coordinate health and safety in conjunction with optical administrator
• Completing pre-appointment calls and reminder letters
• Banking and cash handling
• Cover for Hearcare Reception Desk (includes answering phones, taking appointments, dealing with general queries etc.)
• Ensure the telephone is answered promptly and in the correct manner
• Complete end of day procedures in preparation for banking
• Ensure staff appraisals are carried out by booking staff in with appropriate manager/director