Front Desk Administrative Assistant for Acupuncture Office

Position Title: Front office assistant.

Shift: Days/Evenings and Saturday shifts- part time 12-20 hours weekly, 2-5 days/week

Location: Northborough

Pay Scale: $16.50-18.00 per hour. (TBD)

Primary Function(s):

Performs a wide variety of secretarial and reception functions to ensure the smooth operations of the office. Duties include, but are not limited to, greeting clients, answering telephones, scheduling appointments, collecting payments, data entry, making outgoing calls to clients, scanning health history into MBO software, filing, copying, assisting the practitioners with pediatric client set ups/take downs as well as laundry and light cleaning of the clinic and office. Displays initiative, using problem solving and decision-making skills to interpret and apply policies and procedures to the daily operations of the practice.

Position Qualifications:

• Experience: Minimum one to two years in a professional office setting.
• Education: High school diploma or equivalent required for employees.
• License, Certification and Registration: None
• Other requirements: Polite and friendly phone manner, confidence in interaction with clients. Ability to multitask and good memory skills a must! Dependable car, reliable to show up for shifts, and willing to cover team members’ hours if out of the office. i.e. (vacation/illness) The candidate must have strong computer skills and be proficient with Microsoft Office. Must be familiar with the operation of standard office equipment such as computer, scanner, printer, copier, etc.

Reports to: Director of Business Operations/Owners

Job Duties:

1. Projects positive company image while providing primary telephone coverage for the practice.

• Answers telephone effectively in a courteous and professional manner always identifying self and company.
• Coordinates incoming and outgoing messages appropriately to ensure efficient communication.
• Provides efficient and courteous service to all clients as the front office assistant.

2. Greets patients courteously and obtains necessary information for registration. Welcomes patients to clinic and familiarizes them with reception area, restroom, and flow of check in.

• Collects payments effectively according to guidelines.
• Accurately schedules client appointments in accordance with treatment plan given by practitioner.
• Responsible for maximizing scheduling efficiency and achieving optimal arrival rate according to established expectations and guidelines.
• Facilitates efficient patient flow by notifying practitioner of arrival of clients, cancellations, or late add on in a timely manner.
• Responsible for keeping the waiting area and Front Desk neat, organized, and free of potential safety hazards always.

Expectations:

• Demonstrates ability to perform multiple tasks simultaneously and with minimal supervision.
• Demonstrates ability to persevere and improvise when traditional methods and systems fail.
• Demonstrates ability to resolve interpersonal conflicts constructively when dealing with co-workers and clients, as well as internal and external contacts.
• Displays patience and tact when dealing with others.
• Conducts self and represents organization in a positive manner to all parties, internally and externally.
• Takes on duties for which cross training has been provided when others are absent.
• Displays timely, satisfactory completion of assignments with minimal supervision or assistance as evidenced by the office manager and/or owner.
• Displays initiative and willingness to learn, seeking additional tasks from the office manager and/or owner as time permits.

Job Type: Part-time

Pay: $15.00 - $20.00 per hour

Expected hours: 12 – 20 per week

Benefits:

• Employee discount

Application Question(s):

• Why should we hire you? What do you offer our company that someone else won't?

Education:

• High school or equivalent (Preferred)

Experience:

• Microsoft Office: 2 years (Required)
• Customer Service: 2 years (Required)

Work Location: In person