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Administrative Assistant | Casual | Vancouver

4 months ago

Vancouver, Canada Back in Motion Rehab Full time

Back in Motion Rehab - Health Services is hiring a casual Administrative Assistant to work in our Vancouver clinic.

POSITION TITLE: Administrative Assistant

PROGRAM: Physiotherapy Clinic

REPORTS TO: Administrative Manager

LOCATION: Vancouver

STATUS: Casual
Hourly Rate: from $18/hour (depending on experience and skills)
HOURS OF WORK: With availability for the following shifts:

        • Current Scheduled Shifts:
          • Tuesday: 12:00pm-8:00pm
        • Start Date: ASAP
        • Coverage Opportunities:
          • Monday through Fridays 9:00am-5:00pm June 29-July 24
          • Other Vacation/Sick coverage at BiM Van or any other BiM/LHC locations

Note: Students with the required availability are welcome to apply

Under the direction of the Administrative Manager, the Administrative Assistant is responsible for assisting clients and staff, photocopying documents, and answering client'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.

Successful candidates will have:

  • At least one year of administrative experience or related experience
  • Ability to multi-task
  • Attention to detail
  • Organization skills
  • Experience with Jane Software an asset.
  • Ability to take direction, yet show initiative
  • Excellent time management skills
  • Superior customer service skills

Back in Motion will only accept applications that are submitted though the company careers website. Applications from recruitment agencies will not be considered.

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