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Audiology Administration Executive

Offshore Virtual Assistants, a respected home-based outsourcing company in Australia,  is seeking PA executive services for our Audiology client in Western Australia with clinics providing hearing assessments and comprehensive services to people with speech and hearing difficulties. Clients are on average over 90 years old and are not computer literate. We are seeking an experienced PA with strong administration skills to drive efficiency.

Roles and Responsibilities: 

Administrative assistance 

  • Senior PA to the director and office manager role
  • Managing email inbox on behalf of the director – using Zero inbox strategy, filtering emails and updating folders for delegation to other team members and following up unanswered emails. Ensuring any zip files are uploaded to one-drive
  • Managing schedules, calendars, and appointments 
  • Drafting, formatting, and proofreading documents, such as reports, memos and emails.
  • Proofreading medical reports – editing the reports – checking spelling and tenses 
  • Checking reports for completeness, ensuring all elements of reports are included ie audio graphs, patient names are matched 
  • Checking initial contact form for completeness and updating CRM with missing field information and updating electronic filing systems
  • Providing general support to other departments and employees as needed.
  • Customer Service via email management 
  • Confirming appointments via SMS 

DATA ENTRY 

  • Updating missing data into electronic health records, 
  • Processing billing and insurance claims.
  • Chasing debtors, 
  • Managing weekly Medicare claims and following up on rejected claims 

Coordinating workflows and managing Systems 

  • Client is in the process of starting to implement a new CRM  
  • Helping to document processes and procedures for the workflows for the new internal systems

Future Role could potentially involve client calls.  

Type of person: 

  • Prepared to be “proactive” and strategic, to ensure that tasks are delegated, prioritised and are all are held accountable
  • Prepared to ‘manage up’ so that deadlines are met by the director and other team members 
  • Diligent Attention to detail and outcome oriented approach
  • Self motivated, patient and driven for success
  • Independent worker, ability to work with minimal supervision
  • Strong English communication skills both verbal and written
  • Experience with a high volume of administration
  • Exceptional organisational skills
  • Ability to build and maintain positive relationships with all team members and adhere to companies strong cultural values
  • Desire to be a long-term, valued member of a friendly team.

Experience/ skills Requirements:

  • Healthcare experience preferred 
  • Proven management skills as an executive PA 
  • Degree in Business Administration or equivalent
  • Willing to start ASAP and can accept

    Full-Time role – Must be available to work during Western Australia Time business hours from 8.30AM- 5.30PM Philippine time

Tools and Software Experience: 

  • Proficient in One Drive and Mircosoft suite of software 
  • PDF report conversion, splitting and merging
  • Project management software experience to manage tasks 
  • CRM management HearAid CRM moving to Auditdata Manage
  • Xero experience an advantage