OFFICE MANAGER – MEDICAL PRACTICE
THE JOB:
DO Recruitment Advisors is delighted to represent one of its client, a medical practice, consisting of a team of 8 experienced specialists, currently seeking a proactive and skilled Office Manager. The incumbent will be responsible for overseeing and managing the administrative team, including 6 medical secretaries and 1 accountant. The role will require strong leadership, excellent organizational skills, and the ability to ensure smooth daily operations while maintaining a high standard of patient care. Fluency in Luxembourgish, French, and English is essential for effective communication with patients and the team.
Key Responsibilities:
- Team Management: Oversee the daily activities of 6 medical secretaries and 1 accountant, ensuring tasks are effectively distributed across the team.
- Workforce Planning: Manage staff schedules, including handling absences, vacations, and ensuring coverage at all times.
- Performance Management: Monitor and assess the performance of the administrative team, conducting regular 1-to-1 meetings to provide feedback, set goals, and encourage professional development.
- Conflict Resolution: Address and resolve conflicts within the team in a fair and professional manner, fostering a positive and collaborative work environment.
- Regulatory and Policy Development: Develop and enforce office policies, including creating an internal code of conduct and operational guidelines to ensure consistency and compliance.
- Operational Efficiency: Ensure the smooth running of office operations, including coordinating appointments, managing patient files, and liaising with medical and administrative staff to ensure patient care is delivered effectively.
- Furniture Management: Purchasing office supplies and equipment and maintaining proper stock levels, and liaising with vendors.
- Staff Support: Provide guidance and support to medical secretaries and the accountant, ensuring that each team member has the tools and resources they need to succeed.
- Reporting: Prepare reports related to performance, attendance, and other administrative metrics as required by the practice leadership.
- Continuous Improvement: Identify opportunities to streamline processes and improve overall office efficiency, in collaboration with the specialists.
- Various Administrative tasks
THE CANDIDATE PROFILE:
- Proven experience in office management/team management.
- Strong leadership and management skills with the ability to motivate and guide a diverse team.
- Excellent organizational and multitasking abilities, with attention to detail.
- Ability to create and enforce policies and guidelines to maintain a productive and harmonious work environment.
- Excellent communication skills in Luxembourgish, French, and English
- Knowledge of medical office procedures and healthcare regulations is a plus.
THE CLIENT:
Our client is a medical practice based in Kirchberg.
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As an equal opportunity employer, we value diversity and encourage applicants from all backgrounds to apply. However, please note that candidates must hold a valid Luxembourg work permit. As a service provider representing our clients, we are required to submit only those candidates who meet this criterion. Unfortunately, if you do not have a valid work permit, we will be unable to consider your application.
If selected for the position, you will be asked to provide supporting documentation, including copies of your diplomas, proof of prior employment, and a standard criminal record check, as part of the final stages of the recruitment process.