SPOT is an interdisciplinary children's therapy centre offering Speech, Physio and Occupational Therapy as well as Counselling, Mental Health and Psychology services.  All SPOT therapists are caring, competent, fully qualified and committed to continuing professional development. Our practice offers an understanding-based, child-centred and family-focused atmosphere. Services are developmental, meaningful and fun. Through creative activities, we meet each child’s individual needs.

SPOT encourages children to grow, learn, explore and develop positive self-esteem. SPOT is located in Central and in Wong Chuk Hang, Hong Kong. The centre has purpose built motor therapy rooms for children to participate in sensory and group activities, as well as customised private rooms for individual sessions.

At SPOT, we believe Speech, Physio and Occupational Therapies, and Mental Health and Psychology support, are important on their own, as well as in conjunction with each other. We focus on a dynamic, systems, team approach in treating the WHOLE CHILD. The SPOT Centre is a paediatric rehab facility serving a multitude of populations and disorders. Our staff works together to provide these services to our surrounding community.

Full Time Administrative Officer needed for SPOT Centre in Wong Chuk Hang
(Very easy to reach with new MTR line)

Location: One Island South, Wong Chuk Hang, Hong Kong

Website: http://www.spot.com.hk

Job Description:

We are recruiting a full time administrative officer to join our dynamic Front of  House team.

The primary role of the front of the house staff is to provide all aspect of customer services to clients and to support the therapy team. The team is also responsible for safe guarding smooth day-to-day operations of the centre.

As dedicated member of SPOT team, the front of the house staff are considered part of the therapeutic team and contribute to holistic child centered care through their thoughtful attention in client communication from first enquiry through to a family's last appointment.

Duties & Responsibilities:

Enquiry & Appointment

• Develop working knowledge of SPOT and its service offering
• Gather initial info as per procedure including referral source & send out respective registration forms. Create and maintain client info on Cliniko.
• Respond/Liaise with therapy for incoming enquiries in timely and professional manner. Take ownership on emails informing enquirers on action taken.
• Handle appointments on Cliniko ; booking, cancellation, rescheduling and confirmation.
• For cancellation, implement SPOT’s cancellation policy and make sure new clients sign acceptance of cancellation form and inform therapists if within 24hour period.
• Maintain a functional waiting list and refer to it timely manner to optimize on free clinician time and fill openings.

Payment

• Bill and issue receipts to clients. Handle any billing / non-payment issues in timely manner. Liaise with therapy team and accounting team if needed.
• Complete account requirement daily.
• Ensure daily summaries are completed and balanced with deposit.
• Update and finalize transaction accurately on Cliniko when appropriate and inform relevant therapist of client attendance.

Reception & Facilities

• Communicate with customers, SPOT team, external agencies and others in timely, helpful, friendly and professional manner at all times on email, phone and in person.
• Escalate any serious issues to management when appropriate on timely manner.
• Provide orientation for new client regarding any agreement that needs to be signed, facilities and any relevant policies.
• Maintain professional appearance at all time and adhere to SPOT’s dress code.
• Secure Premises. Maintain the cleanliness of the reception desk and reception area. Organise displays, snacks for sale and other supplies when required.

Administrative Support

• Provide overall administrative support for the rest of the team.
• Maintain administrative database with details such as password for systems, wifi, databases, info on service providers and such
• Update FAQ and reception manuals on-going basis for business continuity.

Salary Range: $8,000 - 10,000 HKD per month, sick leave and annual leave. Willing to consider flexi-time within school hours for the right applicant. 

Start Date: From 1st September 2017

Please send your CV and expression of interest.