You’ll be in charge of handling basic correspondence, administrative tasks and clerical functions. Your job also entails greeting customers and making sure they remain comfortable while in the waiting area and updated on their appointment wait times. The position also requires you to maintain electronic files and the patient database. There might also be times where you’ll be asked to organize staff meetings and prepare memos, invoices and reports.
Administrative Assistant Job Responsibilities and Duties
Use computer software to create spreadsheets.
Ensure filing systems and databases remain up-to-date and accurate.
Answer the phones, provide callers with information and transfer calls.
Update event calendars and schedule appointments.
Operate office equipment, including fax machines and copiers.
Implement methods for office cost control when the opportunity presents itself.
Attend technical workshops in order to remain current on the latest medical database technology.
Make sure medical and office replies remain well stocked and inventoried.
Administrative Assistant Qualifications and Skills
- Undergraduate degree
- Knowledge of contemporary spreadsheet, word processing and medical database programs
- At least three years of experience working in a medical practice, preferably a chiropractor’s office
- Knowledge of basic medical terminology (or a willingness to learn on your own time)
- Proven history of taking initiative and implementing upward movement and positive change in the workplace
- Excellent time management and organizational skills
Dr. Ethan Kennington, D.C. opened his chiropractic practice in 2010 with the goal of showing his patients how essential a healthy spine is to a healthy body. He seeks to inform and educate his patients and offer them alternative methods of successfully treating their aches, pains and discomfort. Often implementing Eastern medicine and spiritual techniques with his treatment, Dr. Kennington practices Pilates and yoga and utilizes the methodologies with his treatment plans.
Writing Your Administrative Assistant Job Description Dos and Don’ts
As you’re composing your winning administrative assistant job description, be sure you bear in mind these dos and don’ts:
DO make sure you mention your company’s geographic location, whether you’re open to accepting out-of-state applicants and whether you’ll reimburse the winning candidate for traveling expenses.
DO harness the power of bullet points to make your description easily readable and less likely to be skipped over because of large blocks of text.
DO make sure you throw in some advantages, perks and incentives for joining your team.
DO ensure you’ve been cleared to mention salary and benefit information in the description.
DON’T miss out on the opportunity to concentrate your job description on niche positions.
DON’T forget to mention whether there are any special skills or certifications required for the job, such as the Certified Administrative Professional designation.
DO make sure you include contact information for applicants who have questions, and ensure you also make it clear how you prefer for applicants to submit their materials as well as how long they have to apply.
While there are several details to tend to while drafting your job description, doing so will undoubtedly lessen the amount of time you waste and frustration you experience from receiving applications and cover letters from under-qualified applicants as well as those who are simply a poor fit for your current business model.
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Writing an Administrative Assistant Job Description Best Practices
Despite having a job description sample, there could be occasions where you simply don’t have an outline to use as a guide. Should you ever find yourself in this situation, there a number of job description dos and don’ts that can steer you down the right path and increase your chances of attracting viable candidates. Such dos and don’ts include:
DO make sure your job description includes current contact information for your company as well as clear submission instructions on how you’d like interested individuals to send in their resumes, cover letters and anything else you’d like to see.
DO look over your job description to make sure it’s an accurate and transparent representation of the overall culture and mission of your company.
DO write a job description composed with action words whenever possible.
DON’T add information about salary or company benefits if company laws permit you from doing so. Let applicants know you’ll discuss this information during the interview or another appropriate time.
DO be as specific as possible about the type of administrative assistant you’re seeking, personality traits and overall experience. Doing so keeps unqualified individuals from cluttering up your inbox or phones.
DO utilize bullet points whenever the opportunity presents itself. Doing so is a great way to make your job description easily digestible and less intimidating, which is common with large blocks of unbroken text.
Making a heavy investment in the appearance of and content contained within your administrative assistant job description might take you a while, but it’s sure to help you start forming a positive relationship with your future administrative assistant. Never underestimate how much a single word or phrase can attract or repel well-educated and experienced candidates with the willingness to make sure your company stays on target and running smoothly.