Administrator / Customer Service Officer at Synapse Services

Synapse Services is a privately owned and managed Center for Psychological Medicine with the head office in the heart of Nigeria. We provide first class psychological and psychiatric care as well as treatment of addictions, with a range of therapeutic programs suited to individual needs. Our purpose is to make timely and long lasting difference in the lives of individuals and families we support. Our treatment programs have mainly been developed by clinicians working in America, United Kingdom and Nigeria. We currently treat over 45 conditions across all our treatment sites. We also have International professionals who work with locally based clinicians for specialised assessments in areas where we struggle to find expertise in the local community or country.

We are recruiting to fill the position below:

Job Title: Administrator / Customer Service Officer

Location: Lagos

Job Summary

• An Administrator provides office support to either an individual or team and is vital for the smooth-running of a business.

Responsibilities
The roles and responsibilities of this include but not limited to:

• Responsible for supervising daily operations of the company, plan the most efficient administrative procedures and also act as a liaison between clients and the organization by assisting with complaints, billing and other queries.
• Manage clients and their requests by responding to questions and complaints through means such as telephone calls, emails etc in a timely manner.
• Ensure customer retention and increase our customer base.
• Keep proper records and updated customer and clients' database.
• Maintain logs and records of calls, hard copies of patients’ files, billing activities and other information.
• Opening of patients’ files for newly registered patients, allotting hospital and medical record number and retrieving of patient’s files when clients come for follow up.
• Check that all discharged patients are properly followed up by primary Clinicians.
• Take enquiries from patients or their relatives with regards to our services, prices and operations either via telephone or in person.
• Focus on providing exceptional services resulting in customer satisfaction.
• Attempt to resolve and de-escalate any issues in a calm manner.
• Exhibits a detail-oriented etiquette and friendly attitude at all times when answering telephone calls.
• Appropriately schedules patient appointments for consultations, evaluations, treatments, follow-up, or re-evaluation.
• Responsible for maintaining and updating patient medical records.
• Plan and coordinate administrative procedures and systems and devise ways to streamline processes.
• Receive, dispatch and disseminate official correspondence.
• Ensure the availability of necessary supplies by identifying procurement needs of the facility (reception, departments, kitchen, and wards)
• Ensure effective planning and execution of operations by reducing waste levels
• Ensure the facility and the office premises is always neat and tidy.
• Ensure the kitchen unit, driving unit, cleaning unit and security unit deliver professional services.
• Work with the Business team to develop excellent proposals
• Ensure the smooth and adequate flow of information within the company to facilitate other business operations.
• Manage schedules and deadlines.
• Identify Staffing needs and relate it to HR.
• Comply with and maintain knowledge of company’s policies on dressing, attendance, computer usage, security, and confidentiality.
• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints
• Monitor costs and expenses to assist in budget preparation
• Oversee facilities services, maintenance activities and tradespersons
• Organize and supervise other office activities (recycling, renovations, event planning etc.)
• Ensure operations adhere to policies and regulations
• Ensure proper filling and documentation
• Keep abreast with all organizational changes and business developments

Qualifications, Skills and Experience

• First Degree in any relevant course.
• Candidate must reside in Lagos
• An Msc relevant to social science will be an added advantage
• Minimum of 3 year’s experience in Admin/customer service and operation
• Excellent communication, interpersonal and presentation skills
• Outstanding analytical, records management and problem-solving abilities
• Excellent organizational, corporate communication and time management skills
• Superior quantitative and qualitative analytical skills
• Problem solver able to keep calm and efficient under pressure and in crisis.

Application Closing Date
20th November, 2022.