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Administrative Assistant

POSITION TITLE:              Administrative Assistant

PROGRAM:                   Physiotherapy Clinic

REPORTS TO:               Rehab Services Manager & Senior Administrative Manager

LOCATION:                  Surrey (Newton) Clinic

STATUS:                      Part-time (approximately 25 hours per week)

     HOURS OF WORK:

  •                                   Tuesday -3:30 PM - 8:00 PM (Vancouver Clinic)
  •                                              Thursday - 11:30 AM - 7:30 PM
  •                                              Friday - 10:00 AM - 4:00 PM
  •                                              Saturday - 10:00 AM - 6:00 PM Surrey (Nordel Way) Clinic

SUMMARY

Under the direction of the Senior Administrative Manager and Rehab Services Manager, 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, responding to client inquiries about our services;
  • 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;
  • WSBC billing, tracking;
  • 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;
  • 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;
  • Confirming client coverage with ICBC and WSBC;
  • 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;
  • Duties as assigned
  • Providing back up support for other administrative staff when needed.

 

 

QUALIFICATIONS

1.

Minimum Qualifications:

  • Minimum of one (1) year 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
    • Ability to speak Punjabi considered an asset.
    • Knowledge of Jane Booking system
  • Technical Skills
    • Strong proficiency with Microsoft Office, database systems and basic admin tasks, office equipment and software applications.
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