Job profile: Hearcare Administrator/Accounts Co-OrdinatorFull time, flexible workingLocation flexible: Ashbourne, Navan, Blanchardstown, or DroghedaRole summaryResponsible 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 roleGeneral Hearcare AdministrationAttending store meetingsCreating and maintaining action logs/minutesCompliance diary managementDiary managementStock takes and controlsOrdering hearing aids/consumables and maintaining correct levelsProcess invoices from suppliersHub/hearcare auditsResponsibility for document controlCoordinate arrangements for staff trainingMaintain and display up-to-date staff structure chartRota management and maintaining leave planner (annual leave etc.)Responsible for putting systems in place to enable cover for staff absenceReview of census to determine needs of customersPre-appointment reminder lettersEnsure patient questionnaires are filled outEntering referral lettersCommunicating with G.P'sFile customer records on a regular basisUse the sales ledger system for chasing debtors regularly and efficientlyPrepare and send out letters and memos at the request of the Store Director/ManagerHandling correspondence between 3rd parties and staff members (e.g. GP's, patients, clinical staff, solicitors)Open and maintain problem pathways reportCoordinate health and safety in conjunction with optical administratorCompleting pre-appointment calls and reminder lettersBanking and cash handlingCover for Hearcare Reception Desk (includes answering phones, taking appointments, dealing with general queries)Ensure the telephone is answered promptly and in the correct mannerComplete end of day procedures in preparation for bankingEnsure staff appraisals are carried out by booking staff in with appropriate manager/directorObjectivesProvide the highest possible levels of customer service at all timesEnsure all customer information is recorded accurately and efficientlyLiaising with Optical staff (Hub and spoke) to improve relationships and increase Maze awarenessMaintain an organized administration area, where customer details are easily availableBe an ambassador for the Specsavers brand and an integral part of an enthusiastic and positive store teamThe individualEssential skills include:Strong organizational skillsPresentation skills and attention to detailThe ability to plan your own work, work on your own initiative, and meet deadlinesThe ability to manage pressure and conflicting demands and prioritize tasks and workloadOral and written communication skillsTact, discretion, and respect for confidentialityA pleasant, confident telephone mannerTeamworkReliability and honestyRetail customer service experienceDesirable skills include:Hearing or optical product knowledgeProject management skillsAbout SpecsaversOur passion is to deliver outstanding patient care, combined with sound dispensing advice and product recommendations that best suit individual customer needs. In addition to the highest quality equipment, we aim to provide both our store staff and our customers with an excellent overall environment. At Specsavers, we treat people as we would wish to be treated, and as such, you will be supported by well-trained and motivated retail staff, in addition to an expert professional team. Our expectation is that you will share our vision to provide our patients with the very best professional service as well as exceptional customer care on every visit to your store.Our VisionTo passionately provide best value Eyecare to everyone, simply, clearly, and consistently, exceeding customer expectations every time.Our ValuesTreat people as we would like to be treated ourselvesPassionate about:Our customers – the lifeblood of our businessOur people – supporting our staff to be the best they can bePartnership – at the heart of everything we doCommunities – giving back to and working with our local communitiesResults – keep it simple, get it done, deliver on our promisesApply today, as the role will be closed once the successful applicant has been found.
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