Administrative Manager at Smile 360 Dental Specialists

Smile 360 Dental Specialists is the leading dental clinic in Nigeria based on our customer’s satisfaction and awards won. Amongst many others, we are the “Winner of the Best Dental Service Provider of the year 2015, 2016, 2017, 2018, 2019 and 2021 consecutively, by the Nigerian Healthcare Excellence Award”. We are also the first and only clinic with Orthodontics, Dento-facial Orthopaedics, and pediatric dentistry. Our other services include Oral & Maxillofacial Surgery, Implant Dentistry Endodontic, Family dentistry, and Periodontics.

Our practice is extremely customer-friendly, ensuring that every visit is stress-free, memorable, fun, and worthwhile. We are passionate about oral health, giving superior customer interaction, and first-class standard services that you would expect in London or Dubai. With proficient and tested professionals committed to making every visit to our world-class luxurious facility seamless and enjoyable at every level.

We are recruiting to fill the position below:

Job Title: Administrative Manager

Location: Ikoyi, Lagos
Employment Type: Full-time
Reports to: Chief Operations Officer
Prepared Date: March 2022.

Summary

The Administrative Coordinator is responsible for managing the work of all clinical and non-clinical staff to ensure service delivery in practice and all operational aspects within the Practice to achieve excellent customer service, quality clinical service delivery, cost-effective processes in line with company strategy, goals and values.

Responsibilities
Operations / Systems:

Review and maintain systems and processes to ensure the smooth running of the practice, ensuring that these systems comply with the latest regulations.
Ensure effective administration and application of governance procedures in all contracts while consistently exploring opportunities for cost optimization initiatives.
Design a strategy around cost-effectiveness by getting better bargains from vendors
Monitor compliance to these systems and processes across all practice staff.
Maintain registration and comply with all Nigerian Medical Council requirements.
Ensure practice compliance with Health & Safety requirements and regulations.
Manage and order office supplies
Build effective partnerships with vendors and external customers to ensure the clinic’s relationships with external customers reflect positively on the company’s brand/image
Ensuring that the office is well-maintained, organized, and secure.
Attend monthly practice meetings/in house staff training
Ensure appropriate internal controls and measurement systems are in place to support Sustainability efforts
Effectively balance people, operational and activity requirements
Manage appointment book and practice recall/referral systems
Manage weekly/ monthly scheduling of clinical and non-clinical staff
Effectively supervise maintenance of equipment & manage reactive repairs in line with recommendations
Manage vendor relations for optimal service delivery
Assisting with special projects, such as process improvements and budget development.
Responsible for the aesthetics and outlook of all parts of the facility to ensure an optimal experience for our patients
Take up the responsibility of coordinating all Kaizen affairs in the organization
To ensure high quality of service is maintained throughout the practice.
Facilitate ordering new equipment as necessary
Conduct process audits as per policy or as necessary
Presents key indices and reports to Management for effective decision making
Prepare, analyze and manage the department’s operating budget in conjunction with Finance during the annual budgeting cycle
Making travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations
Other tasks as may be assigned/necessary.

Key Performance Indicators / Performance Goals

Services are rendered timely and professionally.
Minimal downtime in line with agreed objectives.
Ensure budgetary compliance and efficiency.
Effective implementation of HSE policies and requirements.
Ensure minimal error margin in service delivery.
Drive Collaboration with Internal and External Stakeholders to secure timely sign-off.

Requirements