Clinic Supervisor / Personal Assistant

Veritas Hearing Malta

?? Join the Veritas Hearing Malta Team as a Clinic Supervisor / Personal Assistant ????
Location: San Giljan, 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.

Qualifications

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, however not mandatory
Experience in social media management or content creation
Strong writing or editing skills


Contract
Fixed-term three year contract