Overview

Synapse Services Limited, a private mental healthcare organisation with an unparalleled commitment to the prevention, assessment, treatment and management of mental health cases. Operating for more than a decade, we serve a growing number of individuals, groups, corporate organisations and government establishments, scaling new heights in fostering the wellness and wellbeing of our patients.

Our work environment is highly engaging, productive, innovative and stacked with unique opportunities for career advancement and growth. We pride ourselves on the expertise of our clinical and non-clinical teams, who serve as the backbone of our operations. Synapse Services Limited have centres in four Nigerian states, including the Federal Capital Territory, Lagos State, Anambra State and Port Harcourt. We have a strong commitment to growth and believe in people as our greatest asset. Therefore, we continue to invest in talent development while creating an environment where everyone can aspire to the peak of their career.

Job Position: Admin Customer Service Officer
Location: Lagos

Job Responsibilities

  1. Responsible for supervising daily operations of the company, planning the most efficient administrative procedures and also acting as a liaison between clients and the organisation by assisting with complaints, billing and other queries.
  2. Manage clients and their requests by responding to questions and complaints through means such as telephone calls, emails, etc, promptly.
  3. Ensure customer retention and increase our customer base.
  4. Keep proper records and an updated customer and client database.
  5. Maintain logs and records of calls, hard copies of patients’ files, billing activities and other information.
  6. Opening of patients’ files for newly registered patients, allotting hospital and medical record numbers and retrieving patients’ files when clients come for follow-up.
  7. Check that all discharged patients are properly followed up by primary Clinicians.
  8. Take enquiries from patients or their relatives with regard to our services, prices and operations either via telephone or in person.
  9. Focus on providing exceptional services resulting in customer satisfaction
  10. Attempt to resolve and de-escalate any issues in a calm manner
  11. Exhibits a detail-oriented etiquette and friendly attitude at all times when answering telephone calls
  12. Appropriately schedules patient appointments for consultations, evaluations, treatments, follow-up, or re-evaluation
  13. Responsible for maintaining and updating patient medical records.

Admin Function:

  1. Plan and coordinate administrative procedures and systems, and devise ways to streamline processes
  2. Receive, dispatch and disseminate official correspondence.
  3. Ensure the availability of necessary supplies by identifying procurement needs of the facility (reception, departments, kitchen, and wards)
  4. Ensure effective planning and execution of operations by reducing waste levels
  5. Ensure the facility and the office premises are always neat.
  6. Ensure the kitchen unit, driving unit, cleaning unit and security unit deliver professional services.
  7. Work with the Business team to develop excellent proposals
  8. Ensure the smooth and adequate flow of information within the company to facilitate other business operations
  9. Manage schedules and deadlines
  10. Identify Staffing needs and relate them to HR
  11. Comply with and maintain knowledge of the company’s policies on dressing, attendance, computer usage, security, and confidentiality.
  12. Monitor inventory of office supplies and the purchasing of new materials with attention to budgetary constraints
  13. Monitor costs and expenses to assist in budget preparation
  14. Oversee facilities services, maintenance activities and tradespersons
  15. Organise and supervise other office activities (recycling, renovations, event planning, etc.)
  16. Ensure operations adhere to policies and regulations
  17. Ensure proper filling and documentation
  18. Keep abreast with all organisational changes and business developments

Requirements

  1. BSc. or BA, and additional qualifications in Office Administration are a plus
  2. Proven work experience of at least 2-5 years as an Administrative Officer, Administrator
  3. Solid knowledge of office procedures
  4. Experience with office management software like MS Office (MS Excel and MS Word, specifically)
  5. Strong organisational skills with a problem-solving attitude
  6. Excellent written and verbal communication skills
  7. Attention to detail
  8. Ability to stay calm when customers are stressed or upset.
  9. Comfortable using computers.
  10. Experience working with customer support.
  11. Customer service: 1 year (Required).

How to Apply
Interested and qualified candidates should send their CV and Cover Letter to: careers@synapseservices.org using “Admin Customer Service Officer” as the subject of the mail.

Note: Only shortlisted candidates will be contacted.

Tagged as: Administrative, Customer Service