• Provide administrative and clerical support to the executive team.
• Manage schedules and coordinate meetings.
• Respond to phone calls and emails in a professional manner.
• Organize and maintain documents and files.
• Support daily activities and projects as required.

• Proficiency in administrative assistance and clerical tasks.
• Strong communication and professional phone etiquette.
• Experience with executive administrative tasks is advantageous.
• Effective time management and task prioritization capabilities.
• Familiarity with office software tools and basic computer skills.
• Strong problem-solving and interpersonal skills.
• Prior experience in a similar role is preferred but not mandatory.
• A bachelor’s degree or equivalent qualification is a plus.

Job Description: Administrative Supervisor - Cosmetic Clinic

Job Objective

Supervising the daily administrative operations in the cosmetic clinic to ensure efficient workflow, improve the quality of service provided to clients, and support the medical and administrative team to achieve the clinic's goals.

Main Tasks and Responsibilities

1. Managing Daily Operations

• Supervising reception and customer service staff.

• Monitoring workflow in non-medical departments and ensuring compliance with policies.

• Monitoring the appointment schedule and coordinating doctors' and technicians' times.

• Addressing daily issues and resolving them promptly.

2. Staff Management

• Distributing daily tasks and monitoring their performance.

• Evaluating staff performance and submitting reports to senior management.

• Training new employees on systems and procedures.

• Ensuring employees adhere to the dress code and work behaviors.

3. Customer Service

• Ensuring clients are welcomed in a professional and elegant manner.

• Following up on complaints and feedback and addressing them immediately.

• Supervising the quality of the customer experience from entry to service completion.

• Supporting loyalty campaigns and customer satisfaction surveys.

4. Monitoring Systems and Records

• Supervising the appointment scheduling, billing, and daily reporting systems.

• Organizing and maintaining administrative data and files.

• Monitoring and updating electronic system permissions.

5. Administrative Coordination

• Coordinating between medical and administrative departments to achieve smooth workflow.

• Following up on the clinic's needs for office supplies and print materials.

• Preparing weekly and monthly reports on administrative performance.

6. Compliance Monitoring

• Ensuring the implementation of quality policies, patient safety, and privacy.

• Adhering to the Ministry of Health's regulations and requirements.

• Monitoring employee attendance and compliance with regulations.

Required Qualifications

• Bachelor's degree in Business Administration, Hospital Management, or a similar field.

• 2–5 years of experience in management, preferably in cosmetic clinics or the medical sector.

• Proficiency in English.

• Proficiency in using clinic systems and administrative systems.

• Strong communication, leadership, and problem-solving skills.

Essential Skills

• Supervisory and team leadership skills.

• Ability to manage multiple tasks simultaneously.

• High organizational and coordination skills.

• Excellent customer service skills.

• Quick decision-making ability.