POSITION TITLE : Administrative Assistant
PROGRAM : Physiotherapy Clinic
REPORTS TO : Administrative Manager & Senior Administrative Manager â€ Health Services
LOCATION : Abbotsford
STATUS : Full Time
HOURS OF WORK : Monday to Friday (11 : 45am-7 : 45pm; 37.5 / hrs a week)
Under the direction of the Administrative Manager & Senior Administrative Manager â€ Health Services, the Administrative Assistant for the Physiotherapy Clinic is responsible for assisting clients and staff, photocopying documents, and answering clientâ€™s questions and inquires.
Greets all clients and assists with signing in the attendance sheet;
Booking client appointments, taking payments
Balancing end of day
Preparing bank deposits; taking them to the bank weekly to be deposited;
Preparing Clinical Records;
Initial client orientation and documentation collation;
Assists clients in waiting area and helping with client flow;
File set-ups, KPI Tracking sheet updated weekly; monthly invoicing mailed out
Monitor ICBC and WSBC rejections
General office administration as required;
Ensures standard of Janitorial services, facility cleanliness and manage maintenance of facility;
Responds to various client, customer and staff needs;
Answers and transfers telephone calls;
Receives and distributes mail, uploading medicals;
Distribute locks and parking passes to clients if needed;
Co-ordinating daily activity, close client appointments in CRM / JANE, prepare and enter sign-in / out attendance sheets;
Co-ordinating client files upon discharge;
Scoring various questionnaires and entering information into CRM;
Assisting in general cleanliness of the facility (tidying exam rooms and lobby, completing laundry, scheduling dish duty, stocking supplies, );
Health and Safety / Office Coordinator Roles (if applicable)
Keeping track of clinic inventory, preparing monthly orders
Send contractors revenue reports daily
Providing back up support for other administrative staff when needed.
Minimum Qualifications :
Minimum of two (2) years of administrative support.
Experience working with a multi-cultural population.
Skills & Attributes :
RequiredProfessional manner and strong communication skills. Excellent customer service skillsAbility to work collaboratively with a team as well as independently.
Excellent attention to detail. Effective time management skills.Excellent organizational skills.
Desirable SkillsKnowledge of Jane Booking system
Technical SkillsStrong proficiency with Microsoft Office, database systems and basic admin tasks, office equipment and software applications.
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