Personal Assistant

at  Johnson Recruitment

The Practice
Positioned in both Windsor and Williamstown, our client’s practice is established with an excellent reputation among the broader gastrointestinal and bariatric/surgical community and the practice is now experiencing an exciting growth phase. The team currently comprises of 2 well renowned surgeons who are now excited to welcome a Personal Assistant who will share in their journey of growth. Dedicated in their specialty, this is a compassionate and patient focused practice with a strong referral network.
The Role
This role speaks to the Personal Assistant who has had much experience in the field and who can bring with them a variety of critical performance indicators that will prove a thorough understanding of the extent of responsibility within the role. An instrumental leader of the practice with a longstanding career path in coordinating and assisting and a strong understanding of practice growth.
The role of the Personal Assistant holds a unique responsibility within the practice of serving the patient’s needs, the management of the specialists and the management of the practice. It requires an experienced and mature skill set to successfully oversee the daily practice functions and ensuring your specialists are organised, prepared, briefed and equipped for their many and varied commitments to surgery, consulting, and professional engagements.

Indicative responsibilities include (not limited to):

• Confidently assume responsibility for your specialist’s clinical/surgical/professional diary with the ability to proactively forward plan to maintain effective patient flow and optimal efficiency
• Manage and coordinate theatre lists including liaising with the relevant hospital departments, anaesthetist and surgical assistants
• Informing patients of their upcoming bookings, explain the appropriate patient paperwork and out of pocket expenses – gap cost and theatre fees payable by the patient
• Provide patients with pre and post-operative information and guide them through the process of preparation for upcoming treatment and appointments and do so with an empathetic and kind manner
• Making new patient appointments, sending appointment confirmations, recalls and rescheduling appointments in a professional and courteous manner
• Transcribing reports; consultation/review letters and post-surgical reports
• Attend to accounts receivable and payable, inclusive of EFTPOS reconciliation and balancing of petty cash, surgery billings and follow up on aged debt
• Liaising with health insurers and the ability to interpret patient’s level of cover with their provider
• Stock control maintenance of all office stationery and practice equipment
• Emails, scanning, faxing and prioritising all necessary administrative tasks
• Modelling the core principles of the practice that underpin efficient and professional daily operations
• Exceptional communication skills and confidence in dealing with a large patient base in Bariatric health

About You
Highly developed interpersonal skills and the ability to demonstrate self-leadership, in-depth surgical practice knowledge, with the confidence to work both collaboratively and autonomously within the practice, the Personal Assistant, for whom this role will resonate, will be professionally presented at all times, delivering unbiased excellence in patient and stakeholder service and have the proven strengths in managing a pressured work load whilst presenting a calm, professional ‘face’ for the practice. An individual who can adapt to a newly created work environment and assist, using the required flexibility, in the growth of the practice. A competent and confident problem solver. Previous experience in managing the operations of a surgical practice, with at least a medium level financial management background. Pro-active in their response to all tasks relating to the practice and one who values respect, integrity, trust and loyalty. You will be a confident technology user and have advanced knowledge of medical software.
The Personal Assistant position is a senior role and will attract a candidate who models a strong work ethic, genuine patient empathy and a focus on the continuity of care for both the clinic’s existing and new patients.
Salary & Benefits
The Personal Assistant role is offered on a full-time (40 hrs p/w) and an attractive hourly rate will be negotiated with the successful candidate within the range of $35-$38 p/h + superannuation. Ultimately the calibre of the individual will reflect the qualifications, experience and value brought to this role.
To make your application to this extraordinary position, please click ‘apply’ and upload a resume and cover letter in Word format (no PDFs). Initial enquiries can be made to Gill Holden, Senior Consultant Johnson Recruitment on 9946 7318

• Confidently assume responsibility for your specialist’s clinical/surgical/professional diary with the ability to proactively forward plan to maintain effective patient flow and optimal efficiency
• Manage and coordinate theatre lists including liaising with the relevant hospital departments, anaesthetist and surgical assistants
• Informing patients of their upcoming bookings, explain the appropriate patient paperwork and out of pocket expenses – gap cost and theatre fees payable by the patient
• Provide patients with pre and post-operative information and guide them through the process of preparation for upcoming treatment and appointments and do so with an empathetic and kind manner
• Making new patient appointments, sending appointment confirmations, recalls and rescheduling appointments in a professional and courteous manner
• Transcribing reports; consultation/review letters and post-surgical reports
• Attend to accounts receivable and payable, inclusive of EFTPOS reconciliation and balancing of petty cash, surgery billings and follow up on aged debt
• Liaising with health insurers and the ability to interpret patient’s level of cover with their provider
• Stock control maintenance of all office stationery and practice equipment
• Emails, scanning, faxing and prioritising all necessary administrative tasks
• Modelling the core principles of the practice that underpin efficient and professional daily operations
• Exceptional communication skills and confidence in dealing with a large patient base in Bariatric healt