Synapse Services is a Centre for Psychological Medicine that is committed to providing a full range of mental health and substance misuse services in a caring, patient-centred environment. We are located in the heart of Nigeria – Abuja, with branches in Lagos, and Anambra state. We provide first-class psychological and psychiatric care, with a range of therapeutic programs suited to individual needs.

Job Title: Admin and Customers Service Lead

Location: Awka, Anambra

Employment Type: Full-time

Job Description

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 patients 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.

Admin Functions

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

Requirements

Bsc. or BA and additional qualifications in Office Administration are a plus
Proven work experience of at least 2-5 years as an Administrative Officer, Administrator
Solid knowledge of office procedures
Experience with office management software like MS Office (MS Excel and MS Word, specifically)
Strong organization skills with a problem-solving attitude
Excellent written and verbal communication skills
Attention to detail
Ability to stay calm when customers are stressed or upset.
Comfortable using computers.
Experience working with customer support.

Application Closing Date
Not Specified.

How to Apply: Interested and qualified candidates should send their updated CV to: careers@synapseservices.org using the Job Title as the subject of the email.

Admin and Customers Service Lead at Synapse Services