Job Description
POSITION TITLE: Administrative Assistant
PROGRAM: Physiotherapy Clinic
REPORTS TO: Administrative Manager and Senior Administrative Manager
LOCATION: Vancouver
STATUS: Part Time
HOURS OF WORK: Monday to Friday, 3:30pm-8:00pm (22.5/hrs a week)
SUMMARY
Under the direction of the Administrative Manager and Senior Administrative Manager, the Administrative Assistant for the Physiotherapy Clinic is responsible for assisting clients and staff, photocopying documents, and answering clients 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
1.
Minimum Qualifications:
Minimum of one (1) years of administrative support.
Experience working with a multi-cultural population.
Meets deadlines.
2.
Skills & Attributes:
Required
Professional manner and strong communication skills.
Excellent customer service skills
Ability to work collaboratively with a team as well as independently.
Excellent attention to detail.
Effective time management skills.
Excellent organizational skills.
Desirable Skills
Knowledge of Jane Booking system
Ability to speak Mandarin/Cantonese an asset
Technical Skills
Strong proficiency with Microsoft Office, database systems and basic admin tasks, office equipment and software applications.