Aspris by alkalma -
Company: Aspris by alkalma –
WebSite: Dubai, United Arab Emirates
Job Description:**Job Summary**
The incumbent is responsible for overseeing the administrative support function of the Centre, ensuring the provision of efficient, professional, and effective administrative services to clinicians and patients. This role entails maintaining a high standard of performance across various job functions, including administration, reception, and customer care, while adhering to DHCC/DHA regulations, meeting established quality standards, and achieving key performance indicators.
**Key Responsibilities**
* Lead and supervise administration staff in managing the schedules of assigned individuals and/or departments, ensuring efficient coordination of dates, times, and venues, as well as effective scheduling and prioritization of appointments, meetings, and related events.
* Lead and coordinate administrative support for therapy services operations.
* Contribute to business growth by actively promoting the Centre’s therapy services in accordance with the business plan.
* Manage, monitor, and review patient appointments to ensure optimal efficiency and patient satisfaction.
* Identify, recommend, and implement policies, processes, and systems designed to enhance the effectiveness, efficiency, and professionalism of the Centre’s performance.
* Regularly monitor, review, and report on the performance of clinicians’ appointments against key performance indicators, quality assurance targets, and audit results, ensuring the consistent delivery of high-quality clinical services in terms of patient satisfaction and revenue generation.
* Manage the daily operations of the practice and oversee the ongoing Quality Improvement process in conjunction with the Operations Director and Director of Quality.
* Accountable for the Centre’s operating budget, collaborating with the Finance Manager and/or Accountant to ensure the integrity and accuracy of the billing process.
* Supervise and coordinate key administrative processes, ensuring that all associated records, transactions, and arrangements comply with company policies and procedures, thereby providing a comprehensive audit trail for data and information access.
* Collate data from diverse sources and generate reports and statutory returns that meet defined quality standards in terms of accuracy, format, and timeliness concerning Centre functions.
* Assist the Operations Director and Marketing Manager with the marketing of the Centre’s services and events.
* Manage and develop a skilled and motivated workforce through the effective implementation and communication of recruitment, selection, development, and performance management processes for the administrative team.
* Support the Senior HR Manager in the application of professional licensing and visa requests and renewals.
* Identify, recommend, and implement training and development plans aimed at improving the effectiveness, efficiency, and professionalism of the administrative team.
* Assist the Insurance Coordinator in filing and tracking insurance claims, as well as informing patients of insurance approvals and denials.
* Assist in updating staff on administrative changes, ensuring the accuracy of all data input.
* Ensure the Centre’s compliance with all local regulatory policies and regulations by maintaining accurate and up-to-date hard copy files, including personnel files.
* Fulfill Fire Marshall duties for the Centre and maintain a valid Fire Marshall certification.
* Manage HSE duties and coordinate the waste management of the Centre, as well as induction plans for new staff.
* Provide reception coverage as needed to ensure adequate staffing levels.
**Qualifications**
* Bachelor’s degree in healthcare management, business administration, or a related field (Master’s degree preferred).
* Comprehensive knowledge of UAE healthcare regulations and licensing processes.
* Demonstrated leadership, communication, and problem-solving skills.
* Excellent verbal and written communication skills, including the ability to effectively communicate with internal and external stakeholders.
* Proficiency in Microsoft Office Suite (Word, Excel, and Outlook).
* Ability to work effectively under pressure and meet deadlines while maintaining a positive attitude and providing exemplary customer service.
* Proven ability to meet operational KPIs and manage budgets effectively.
**Experience**
* Minimum of 3 to 5 years of experience in a leadership or supervisory role.
* At least 5 years of relevant experience in a clinical or healthcare operational setting.
* Experience managing multi-specialty clinics or medical centers is preferred.
**Responsibilities**
* **Leadership:** Direct line management responsibility for the administration team.
* **Budgets & Equipment:** Collective responsibility for the care and security of equipment and adherence to cost and budget guidelines.
* **Information:** Shared responsibility for maintaining the confidentiality, security, and accuracy of records, data, and information, ensuring compliance with organizational, regulatory, and statutory requirements for high-quality documentation.
* **Communication & Interaction:** Communications will regularly require the exercise of sound judgment in seeking and gathering information, with the need for clear and concise explanation.
**Safeguarding**
All personnel are responsible for protecting and safeguarding vulnerable individuals, both children and adults, who may be at risk. Staff must be cognizant of local child and adult protection procedures and know who to contact within the Local Authority Safeguarding team for guidance and support. All personnel are required to attend safeguarding awareness training and undertake additional training relevant to their specific roles.
**Work Environment**
Full-time office-based position.
Skills:
Strong knowledge of UAE healthcare regulations and excellent communication skills are essential.