Clinic Room

As the Acu Hub and The Natural Fertility clinic continue to expand, there will be a requirement for a Personal Assistant/Medical Secretary to work alongside Sharon Martin, our Founder and Clinical Director, from August 2024.

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This position will not be advertised openly, but will be word of mouth.

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Personal Assistant/Medical Secretary

 

The Acu Hub & Natural Fertility Clinic is an award winning UK clinic based in Dumfries Scotland, providing healthcare and support to all ages. The primary method of care is based on Traditional Chinese Medicine’s use of acupuncture and herbal medicine, supported by Western medical diagnostic techniques.

 

The Acu Hub & Natural Fertility Clinic was founded in 2016 by Sharon Martin, a Traditional Chinese Medicine Acupuncturist and Herbalist who has specialised in TCM, both in the mainstream and subsequently opened the fertility clinic to help men and woman who have difficulty with conception.

 

We place great emphasis on continuing professional development and training and are registered members of their profession’s governing bodies.

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Focus: the focus of our work is to strategically support clients on their journey to ensure the best healthcare and advice is given.  No person is the same, and this highlights the importance of individualised treatment.

 

Company Core Values:

• support,

• excellence,

• responsiveness,

• empathetic,

• customer service.

 

The other arm of Sharon’s work is about providing education at post-graduate level for Practitioners wishing to become Acupuncturists & Herbalists.  She is an Ambassador for international brands, where she provides expert practitioner support.  This work is mainly undertaken online but her attendance is required worldwide at conferences.  This international work leads her to work with universities, Professors, lecturers & students through to leading Herbal and TCM brands.

 

Focus: the focus of this work is to support clinical excellence in practitioners, and consumer safety and efficacy.

 

Core Values: community, excellence, safety, empathetic customer service.

 

Sharon’s Personal Core Values:

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1. Accountability

2. Compassion

3. Excellence

4. Fairness

5. Honesty

6. Kindness

7. Integrity

8. Trust

9. Respect

10. Reliability

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Personal Assistant/Medical Secretary

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I am looking for a part-time PA/MS to join my company. This is a role which will be office based in The Crichton, Dumfries.  The role will be 15-20 hours a week with some Saturday working required.  Working from home can be undertaken when the clinic is closed to clients, and when agreed to, however this is predominantly an office based position. 

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This is a central, customer facing role, primarily fielding emails, making bookings, answering enquiries and managing the client experience and their relationship with Sharon. This is a great opportunity to help make a difference in people’s healthcare experience and grow within the role. This position may lead to further hours based on performance and alignment with the company’s mission and values. This position is likely to cover organisation, management, PR, and social media management in due course.

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Whilst the flexibility of time and location is amazing, you will need to be self-motivated and independent.

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This role will enable Sharon to focus on business expansion work, so managing her access to clients and keeping communication focussed, clearly communicated and her time freed up will also be central to this role.

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Responsibilities:

● Establish genuine rapport with patients and ensure they have a positive experience start to finish with their communications.

● Be at the centre of clinic communication with patients in person and over email, phone, and online portals.

● Enter appointments into the patient schedule and maintain a waiting list so that my schedule is filled appropriately according to my current priorities.

● Ensuring the Clinic is fully stocked and compliant to standards.

● Administer booking confirmations, preparation of patient forms and test results and internal documents through our internal records system (Cliniko)

● Patient checkout including invoicing, chasing up invoices and confirming patient payment receipt so herbal medicine can be dispatched.

● Effectively work with management in continually evaluating, reviewing and modifying operational policies and procedures

● Demonstrate active listening and empathy to patients using effective communication skills.

● Work toward an expansion of the role which will include managing internal marketing material, concepts and content, providing input and ideas for creative improvement. Ability to support external marketing initiatives and company social networks.

● Responsible for the entire patient experience, establishing long-term relationships and trust.

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Required Skills/Technologies:

● MS Office (Word/Excel), Power Point, Mac systems.

● Understanding of Social Media for business purposes, Wix sites, Canva

● Experience with Cliniko, or similar system

● Typing 50 wpm or higher

● Experience working in a hospitality, medical, customer service environment, or in a role with transferable skills

● Confident and polite telephone manner

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Qualities and Characteristics:

● Mature, organised, reliable and responsive.

● A self-starter who doesn’t need constant guidance

● Empathetic to people’s needs and fears; people say you’re a ‘people person.’

● Experience with personal development is desired but not necessary.

● Ability to maintain composure through change and when under pressure.

● A direct communicator who is able to take feedback as a useful tool for self-development and use apology and self-reflection as tools to enhance connection.

● Ability to stick to deadlines, whether self-created or external.

● An ability to identify, evaluate and address barriers and challenges that arise, provide potential solutions and adjustments, as well as participate in the resolution of said challenges.

● Strong interest in health. Working knowledge or experience of Traditional Chinese Medicine as a patient is a plus.

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In your response, please include:

● Your CV in PDF format.

● A cover letter (min 200 words) that includes your availability (hours you can work and your start date).

● Please include the word AVOCADO in the subject line of your email.

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Other notes:

● Please be prepared to fill out a document about your core values if you get through to interview stage.

● A full PVG check will be required to be undertaken, which  Sharon will reimburse if successful.

● Must have excellent written and spoken English.

● References will be requested.

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