Administrative Assistant - Full-time
Back in Motion Rehab
Abbotsford, BC, CA
4h ago

POSITION TITLE : Administrative Assistant

PROGRAM : Physiotherapy Clinic

REPORTS TO : Administrative Manager & Senior Administrative Manager †Health Services

LOCATION : Abbotsford

STATUS : Full Time

HOURS OF WORK : Monday to Friday (11 : 45am-7 : 45pm; 37.5 / hrs a week)

SUMMARY

Under the direction of the Administrative Manager & Senior Administrative Manager †Health Services, the Administrative Assistant for the Physiotherapy Clinic is responsible for assisting clients and staff, photocopying documents, and answering client’s questions and inquires.

RESPONSIBILITIES

  • 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.
  • QUALIFICATIONS

    Minimum Qualifications :

  • Minimum of two (2) years of administrative support.
  • Experience working with a multi-cultural population.
  • Meets deadlines.
  • 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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