Personal Assistant to Director
6 months ago
The job scope of a director's assistant in terms of preparing and presenting monthly reports on the performance of a clinic, doctors, staff, and partners typically involves the following tasks:
- Data Collection: Gathering relevant data on clinic operations, including patient volume, revenue, expenses, and other key performance indicators (KPIs) from various sources such as electronic health records (EHR) systems, financial reports, and staff feedback.
- Analysis: Analyzing the collected data to identify trends, patterns, and areas of concern or improvement within the clinic, individual doctor performance, staff productivity, and partner collaboration.
- Report Preparation: Compiling the analyzed data into comprehensive monthly reports that highlight key metrics, achievements, challenges, and action plans for improvement. Reports may include visualizations such as graphs, charts, and tables to effectively communicate information.
- Performance Evaluation: Assessing the performance of the clinic as a whole, as well as individual doctors, staff members, and partner organizations, against predefined goals, benchmarks, and expectations
- Identifying Opportunities: Identifying opportunities for optimization and growth based on the analysis of performance data, such as streamlining processes, enhancing patient satisfaction, increasing revenue, or strengthening partnerships.
- Action Planning: Collaborating with clinic management, doctors, staff, and partners to develop actionable strategies and initiatives aimed at addressing areas of improvement and maximizing performance
- Presentation: Presenting the monthly reports and performance insights to the director, senior management, and relevant stakeholders in a clear, concise, and engaging manner, utilizing visual aids and effective communication techniques
- Feedback Gathering: Soliciting feedback from stakeholders on the presented reports and performance assessments, and incorporating constructive input into future reporting and action planning processes.
- Documentation: Maintaining accurate records of monthly reports, performance data, action plans, and outcomes for reference, analysis, and reporting purposes.
- Continuous Improvement: Continuously monitoring performance metrics, refining reporting processes, and adapting strategies to ensure ongoing improvement and alignment with organizational goals and objectives.
**HR & Payrol Maintaining Records**:
- Keeping accurate records of employee hours worked, leave taken, and other relevant payroll data.
- Calculating Pay: Calculating wages, salaries, overtime, and deductions based on employee time sheets or other records
- Processing Payroll: Using payroll software or systems to process payroll accurately and on time, ensuring that employees are paid correctly and promptly.
- Tax Withholding: Managing tax withholding for employees, including federal, state, and local taxes, as well as other deductions such as insurance premiums or retirement contributions.
- Compliance: Ensuring compliance with relevant labor laws and regulations regarding payroll, including minimum wage laws, overtime regulations, and tax requirements.
- Benefits Administration: Assisting with the administration of employee benefits such as health insurance, retirement plans, and other perks or incentives.
- Reporting: Generating payroll reports for management or accounting purposes, providing insights into labor costs and other financial metrics.
- Communication: Serving as the primary point of contact between the director's office and the third-party HR company, facilitating effective communication and coordination.
- Vendor Management: Managing the relationship with the third-party HR company, including negotiating contracts, ensuring service level agreements are met, and addressing any issues or concerns that arise.
- Coordination of Services: Coordinating HR services provided by the third-party company, such as payroll processing, benefits administration, recruitment assistance, and employee training, to ensure seamless integration with the director's office operations.
- Compliance Oversight: Ensuring that the third-party HR company operates in compliance with all relevant laws, regulations, and company policies, particularly regarding data privacy and security.
- Problem Resolution: Resolving any disputes, discrepancies, or other issues that may arise between the director's office and the third-party HR company, working to find mutually beneficial solutions.
**Finance & Accounting**
- Budgeting: Assisting in the preparation, monitoring, and management of departmental budgets, including compiling data, analyzing variances, and preparing budget reports.
- Financial Reporting: Generating financial reports and statements, such as income statements, balance sheets, and cash flow statements, to provide insights into the financial performance of the department or specific projects.
- Expense Management: Tracking and reconciling expenses incur
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