Admin Assistant

Job Purpose Administrator

To ensure that all administrative tasks and operational processes are completed accurately and on time
Controlling of Debtors and/or Creditors Tasks and responsibilities General
Ensuring that all filing is done on a weekly basis and up to date
Always pay attention to detail and ensure strict adherence to the POPIA
Assisting and/ or covering the position of other administrative staff when necessary
Maintain effective communication and feedback relating to all patients to ensure cross functional synergy within the different departments and branches nationally
Performs other clerical duties such as filing, photocopying, and collating on request from line manager
Ensuring that procedure and policies are understood and followed. Please see company Policies and Procedures Financial
Checking of medical aid remittance advice to confirm payment and making sure all file numbers is on the remittance to ensure proper capturing of month end
Capturing and updating of Sleepnet bank cash book on a weekly basis. Ensuring that the cash book balances, and all allocations are correct before updating
Reconcile all cash control accounts and ensuring that all records regarding petty cash is correct and signed accordingly. Debtors
Working through and providing feedback on the debtors book. Ensuring that all outstanding debt is collected and all credits on accounts are actioned accordingly
Daily follow up with patients, medical aids, and branches for outstanding amounts record when payment is to be made, and follow up if not received on time
Oversee the national age analysis. Assist the Admin assistant with queries relating to the national age and ensure that this is actioned correctly and timeously
Keep detailed notes of all communications with patients and staff on the patient file. Updating CRM notes to ensure that information provided on the patient file is accurate
Follow up on payments that have been allocated to unallocated debtors payments during the month-end to ensure that the payment is taken to the correct patient account
Update and process all necessary journals on Pastel to ensure that payments are allocated correctly
Reconciling of rental patient account and task to ensure that the correct patients are being debited.
Matching of debtor to be done daily to avoid any unnecessary aging issues on all accounts
Ensure that both 8075 and 8025 general ledger accounts are reconciled monthly and kept to a minimum
Assist staff, patients, and medical aids with all account queries. Creditors
Reconcile creditors statements monthly obtain monthly statements from all suppliers and reconcile to pastel
Match payments made via the open items system after month end has been captured
Prepare remittance advices for authorisation by Louise and send to suppliers with proof of payment
Ensure account paid on time as per terms agreed with the supplier to take advantage of all possible negotiated discounts