Administrator
Job description
Original text imported from Reed
Are you a motivated and process focussed individual with an eye for detail wanting to bring your skills to a global, difference-making company? You’ve come to the right place.
As long as you’re ready to learn, bring your enthusiasm and champion a customer-first mindset, you can make a difference as an Administrator at Specsavers. Alongside your hard work supporting our customers and colleagues, we’ll support you to grow your skills further than you thought possible. You’ll be at the forefront of bringing better hear and eye care to your community, while progressing your career and supporting others to do the same. In short, this is an opportunity you don’t want to miss.
Our store?
Based in Morningside, Edinburgh, the store is platinum employer accredited and is a previous winner of technology practice of the year.
Our team
You’ll be joining a supportive team who are passionate about delivering exceptional care. We work closely together and pride ourselves on creating a welcoming and collaborative environment. Whether you’re looking to grow your skills or step into a more senior role, you’ll be supported every step of the way.
What’s on offer?
As well as all the support you need and great training and development opportunities, we have a whole load of benefits on offer for you to enjoy. These include:
- Salary - Up to £27,000pa + £4000 bonus (OTE - £31,000pa)
- Working hours - 40 hours per week
- 9am- 6:30pm (staggered shifts) including weekend working
- We will auto-enrol you into the pension scheme with an employer contribution when you contribute too
- Specsavers Perks - a portal to a world of great everyday discounts and savings
- WeCare - our employee support service to help you and your immediate family when you need it most
- Complimentary subscription to the Headspace app
- Eyecare and hearcare discounts for you and your family
- Enjoy an additional paid day off on your birthday to celebrate you!
- Enhanced family leave and company sick pay
What you will be doing:
- Efficiently answering telephone calls to the store.
- Completing triage calls for pre-booked appointments using the details in the pre-visit questionnaire (PVQ) to inform your conversation with the customer and support with advice or booking in of other services.
- Outbound calls to customers with updates that can include – any changes to their appointment, update on products being available (including promoting a home delivery option if applicable), any delays to product collection
- Managing cancellations and where appropriate reschedule appointments.
- Supporting the management of the diary of clinics and staff rotas, allocating resource to ensure diary efficiency.
- Undertaking and completing a series of health and safety checklists to ensure that we are following basic health and safety principals in store.
- Quality assurance of products, rejecting and reordering where appropriate.
- Ordering of contact lenses, spectacle frames, and lenses and maintaining other stock as required.
- Supporting the management of the NHS eGOS reconciliation process.
- Managing some financial processes including the submission of invoices, cash reconciliation and banking.
- Filing and document scanning.
What we’re looking for?
- Experience of working in a fast-paced administration environment
- Excellent administration and organisational skills
- Systems literate, able to use different IT systems effectively including Office 365
- Excellent customer service approach, able to provide support and reassurance to customers
- Team worker with a positive can-do attitude
- Fantastic written and verbal communicator, able to adapt communication style to suit the audience.
- A high level of interpersonal skills with the ability to build working relationships with a wide range of people
Find out more
If you have everything we’re looking for and are excited by this opportunity, we’re excited to hear from you. We can’t wait for you to apply!
Key skills
AI-extracted from the job advert
Application advice
5 AI-generated recommendations to maximise your chances.
⭐ Highlight your customer service experience at the top of your CV as Specsavers emphasises a customer-first mindset throughout the role
📞 Emphasise any telephone-based customer service experience, particularly triage or appointment booking systems
📊 Quantify your administrative achievements: "Managed 50+ daily appointments with 98% accuracy"
🏥 Include any healthcare administration experience as this role involves health and safety checklists and clinical diary management
🎯 Mention experience with stock management or ordering systems as the role involves contact lens and frame ordering
Suggested CV bullets
3 bullets our AI drafted for this specific advert, mirroring its ATS keywords.
Add these 3 bullets under your most recent experience:
- •Managed 80+ daily telephone enquiries including triage assessments and appointment rescheduling, achieving 95% customer satisfaction scores
- •Coordinated clinical diary management for 6 practitioners across 40-hour weekly schedules, reducing appointment conflicts by 30%
- •Completed health and safety compliance checklists for optical retail environment, maintaining 100% audit pass rate over 12 months
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Letter preview — tailored to Specsavers
Dear Hiring Manager,
Specsavers' commitment to bringing better eye and hearing care to communities aligns perfectly with my administrative background and customer-first approach. Your Edinburgh Morningside role particularly appeals to me given the store's platinum employer accreditation and focus on triage calls using pre-visit questionnaires.
My background in customer service administration has equipped me with the telephone skills and attention to detail essential for managing appointment scheduling, conducting quality assurance checks, and coordinating clinical diaries across a 40-hour weekly schedule.
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Interview questions
10 questions generated from this advert.
Technical
- ›How would you handle a pre-visit questionnaire system to prepare for customer triage calls?
- ›Describe your experience with appointment booking and diary management systems
- ›How would you manage stock ordering for contact lenses and spectacle frames?
- ›What approach would you take to quality assurance of optical products?
- ›How would you efficiently manage both inbound and outbound customer calls?
Behavioural
- ›Tell me about a time when you had to reschedule multiple appointments due to unforeseen circumstances
- ›Describe a situation where you had to deliver disappointing news to a customer about a delayed order
- ›Give an example of when your attention to detail prevented a significant error
- ›How do you prioritise tasks when managing both telephone calls and administrative duties?
- ›Tell me about a time when you went above and beyond for a customer
STAR answer examples
Model answers using the Situation-Task-Action-Result framework. Adapt to your own experience.
Tell me about a time when you had to reschedule multiple appointments due to unforeseen circumstances
Give an example of when your attention to detail prevented a significant error