Back in Motion Rehab
Office Manager - London Ontario
BHS - London, ON, Canada - Full Time
POSITION TITLE: Office Manager
REPORTS TO: Senior Administrative Manager
STATUS: Permanent, Full-time
LOCATION: London, Ontario Clinic (On-site Work)
HOURS OF WORK: Full-time (Monday to Friday, 8:30 PM to 4:30 PM)
SALARY: $28.85/hour
SUMMARY
The Office Manager will report to the Senior Administrative Manager and is responsible for ensuring the smooth daily operations of the clinic. This role involves providing clerical and administrative support to staff, visitors, and clients, provide return to work coordination, as well as collaborating with Back in Motion's Corporate Resources, Health and Safety, and Human Resources. The person will serve as the primary point of contact for activities related to facilities, purchasing, health and safety, new hire orientation, and security while managing administrative requests that affect the clinic. The person will also be involved in administrative start-up operations of new clinics in ON.
RESPONSIBILITIES
Reception & Administrative Support:
QUALIFICATIONS:
REPORTS TO: Senior Administrative Manager
STATUS: Permanent, Full-time
LOCATION: London, Ontario Clinic (On-site Work)
HOURS OF WORK: Full-time (Monday to Friday, 8:30 PM to 4:30 PM)
SALARY: $28.85/hour
The Office Manager will report to the Senior Administrative Manager and is responsible for ensuring the smooth daily operations of the clinic. This role involves providing clerical and administrative support to staff, visitors, and clients, provide return to work coordination, as well as collaborating with Back in Motion's Corporate Resources, Health and Safety, and Human Resources. The person will serve as the primary point of contact for activities related to facilities, purchasing, health and safety, new hire orientation, and security while managing administrative requests that affect the clinic. The person will also be involved in administrative start-up operations of new clinics in ON.
Reception & Administrative Support:
- Manage incoming calls and inquiries via phone and email.
- Schedule appointments and assist walk-in clients.
- Follow up with clients on appointments and ensure cancellations are handled appropriately.
- Prepare and restock treatment rooms before and after appointments.
- Maintain cleanliness and organization of linens and materials.
- Coordinate staff schedules and fill absences, reporting any issues to the Senior Administrative Manager.
- Train and mentor administrative staff while ensuring excellent client relations.
- Create and update client records and databases.
- Ensure cleanliness of facilities and the upkeep of office equipment.
- Apply referral sources payments for your site.
- Manage billing and invoicing procedures, ensuring accuracy and timeliness.
- Act as the liaison for facility and computer needs, reporting issues to Facilities and/or IT.
- Monitor and report on the quality of repairs and janitorial services.
- Manage keys and security access for the facility, ensuring proper communication with contractors and service technicians.
- Verify and process approvals for purchasing needs.
- Maintain office and clinic supplies to avoid emergencies in ordering.
- Welcome and orient new staff members, introducing them to the team.
- Set up new staff on the computer system and facilitate necessary access and resources.
- Collaborate with HR for new hire orientations and documentation.
- Serve as the Health and Safety Representative, conducting orientations and policy updates.
- Facilitate monthly committee meetings, ensuring required certifications are up to date.
- Maintain safety documentation and conduct audits and inspections as needed.
- Assist clinicians and clients (injured workers) in implementing and following the procedures of the return to work plan.
- Work with case management teams to provide administrative support.
- Assist clinicians in documenting, monitoring, coordinating, tracking the following:
- Return-to-work plans and goals
- Respond to inquiries about claim status
- Enter data into systems to set benefit rates
- Process requests
- Collaborate with case workers, employers, and service providers
- Liaise with external stakeholders to organize meetings, scheduling Job Site Visits (JSVs), case conferencing, etc. on behalf of the clinicians.
- Gather feedback from stakeholders and distribute relevant information to staff.
- Coordinate meetings and liaise with various departments to resolve site issues.
- Perform additional duties as assigned to support clinic operations.
- Minimum of 1 year in an administrative role, ideally in a supervisory capacity within a similar healthcare environment.
- Relevant courses or a diploma in healthcare administration or related field preferred.
