Part-Time Administrator

• 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

• Provide the highest possible levels of customer service at all times
• Ensure all customer information is recorded accurately and efficiently
• Liaising with Optical staff (Hub and spoke) to improve relationships and increase Maze awareness
• Maintain an organised administration area, where customer details are easily available
• Be an ambassador for the Specsavers brand and an integral part of an enthusiastic and positive store team

• strong organisational skills;
• presentation skills and attention to detail;
• the ability to plan your own work, work on your own initiative and meet deadlines;
• the ability to manage pressure and conflicting demands and prioritise tasks and workload;
• oral and written communication skills;
• tact, discretion and respect for confidentiality;
• a pleasant, confident telephone manner;
• teamwork;
• reliability and honesty;
• Retail customer service experience

• Hearing or optical product knowledge
• Project management skills.

Specsavers