Clinic Supervisor / Personal Assistant

🌟 Join the Veritas Hearing Malta Team as a Clinic Supervisor / Personal Assistant 🌟👂

Location: San Ġiljan, Malta
Salary: €24,000 - €28,000 (based on experience) + Commission
Hours: Monday to Friday, 8:15 AM – 5:00 PM (30-min unpaid lunch break, all public holidays and weekends off)

About Us

Veritas Hearing Malta is a specialist hearing clinic providing comprehensive hearing assessments, same-day earwax removal, tinnitus management and long-term hearing care.
We work to high clinical and service standards and are committed to providing an excellent experience to every patient who visits us.

We are now hiring a dependable, organised, and proactive supervisor who takes pride in their work and enjoys being part of a small, efficient and supportive team.

Role Overview

This is a key A-player position within the clinic. You will be the first point of contact for patients, support the directors with administrative and organisational tasks, and help keep the daily operations running smoothly.

The role is suited to someone who:

• Takes initiative and stays two steps ahead
• Works accurately and remains calm during busy periods
• Communicates clearly and professionally
• Enjoys creating structure, order, and efficiency
• Can balance patient-facing work with detailed administrative tasks
• Learns quickly and adapts well

If you are someone who naturally takes ownership and delivers consistent quality, this role will suit you well.

Key Responsibilities

Patient Interaction & Front Desk

• Greet and assist patients in person and over the phone
• Handle all enquiries professionally and with clarity
• Complete hearing screeners and prepare patients for clinical appointments
• Maintain a tidy, organised, and welcoming reception area

Administrative & Clinic Operations

• Manage a full clinic diary with precision
• Coordinate emails, confirmations, reminders, and patient follow-ups
• Maintain accurate patient records and required documentation
• Ensure clinical hygiene and PPE protocols are followed
• Support directors with administrative tasks and scheduling

Vehicle Management

• Drive the clinic’s manual-transmission vehicle when required
• Oversee all aspects of vehicle care, including:
  Fortnightly car washing
  Booking and managing VRT inspections
  Scheduling maintenance, repairs, and servicing
• Keep records and deadlines up to date and ensure the vehicle is always presentable and road-ready

Marketing & Digital Support

• Managing all social media channels and basic content tasks
• Respond to online enquiries and convert them into confirmed appointments

What We’re Looking For

Essential Requirements

• Strong communication and telephone skills
• Previous experience in administration, reception, or a similar role
• Exceptional organisation and the ability to prioritise effectively
• High level of accuracy and attention to detail
• Fluent English (C2 written and spoken)
• Valid manual driving licence and confidence driving a manual car
• Competence with Microsoft Office, CRM systems and online calendars
• Reliable, punctual and consistent in work quality
• Comfortable handling a mix of clinical, administrative and operational tasks
• Experience with Sage or other accounting software
• Prior experience converting enquiries into bookings

Desirable Skills

• Maltese language skills
• Experience in social media management or content creation
• Strong writing or editing skills

Contract

Fixed-term three year contract with the possibility of extension based on performance.

How to Apply

🛑Please submit:

1. Your CV
2. List the clinic hours, contract type and salary for this role as advertised
3. A 60-90 second voice note introducing yourself and explaining:
   “What does excellent patient service mean to you?”

Only complete applications will be considered.🛑