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Full Time Administrative Assistant

4 months ago

St Catharines, Canada Milner and Pailing Psychology Full time

Administrative Assistant Job Description - Full-Time Permanent Position

The Administrative Assistant contributes to the efficient day-to-day operations of the Milner and Pailing Psychology office. Milner and Pailing Psychology provides psychological services to clients with neuropsychological and rehabilitation needs. The Administrative Assistant is required to perform a range of office duties while being, first and foremost sensitive to the unique needs and challenges of the clients we serve. Duties include, but are not limited to:
Reception
- Answer general phone inquiries in a professional and courteous manner
- Direct phone inquires to the appropriate staff member
- Reply to general information requests with the accurate information
- Provide reminder calls to clients the day before or morning of appointments
- Greet visitors to the organization in a professional and friendly manner

Office administration
- Use computer word processing (Word Perfect and Microsoft Word), Excel, and other office and clinical software
- Editing and proofreading of documents
- Sort incoming mail, faxes, and deliveries for distribution
- Filing and maintaining organization of file room
- Prepare and send outgoing faxes, mail, and packages as required
- Relay voice mail from the general mailbox to the appropriate staff member
- Computer entry and upkeep of the organization's scheduling and contact information, ensuring a high level of accuracy
- Provide administrative support to management and clinical service providers
- Upkeep of office equipment and supplies
- Prepare requests for clinical notes
- Report to the Office Manager and keep detailed records regarding daily office activities so follow-up by others can occur

Light Housekeeping and Office Maintenance
- monitoring office cleanliness and repair
- completing light housekeeping as needed
- Occasionally, the Assistant may be asked to run errands (e.g., to purchase supplies or go to the post office). Such tasks are to be completed in the most time efficient manner.

Other duties and special projects may be assigned as necessary.

Qualifications:
Knowledge, skills and abilities

The ability to communicate in English is required. Preference given to applicants with strong editing skills. In addition to general editing skills, understanding of medical jargon and the accident benefits legal system would be beneficial as well as general critical thinking skills.

Proficiency in the use of computer programs for:

- Microsoft Office Suite (Word, Outlook, Excel), Word Perfect
- Training for other programs used in the office will be provided
- Proficiency in the use of office equipment: Computer, Voice messaging systems, Fax, Photo copier, etc.

Personal characteristics

The Administrative Assistant will demonstrate competence in the following areas:

- Relationships: Maintain positive working relationships with others, both internally and externally, recognition and respect of clients with special needs.
- Communication: Knowledge and appreciation of PHIPA legislation and strict adherence to principles of confidentiality; Excellent oral and written communication skills.
- Needs Assessment: Anticipate, understand, and respond to the needs of clinical service providers in a manner that meets or exceeds their expectations.
- Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions to enhance organizational effectiveness; ability to undertake self-directed tasks when necessary, conscientiousness.

Organization:

- excellent time management skills;
- attention to detail;
- the capacity to prioritize by assessing situations to determine urgency;
- ability to develop a work schedule, set goals, create / implement actions plans and monitor progress towards goals;
- ability to make clear, timely decisions, document daily activities;
- Willingness to self direct learning to understand the clinical and individual needs of clients

Working Conditions
- The Administrative Assistant will work from the Milner and Pailing Psychology offices located at 214 Martindale Road starting 18-20 hours / week, Mon-Wed-Fri, 9 AM to 3:00 PM. This includes a 30 minute unpaid break which can also be used as two 15 minute unpaid breaks, or can be taken at the end of the day. June 2024, hours will increase to 30 hours/week Monday through Friday, 9 AM to 3:00 PM. And then June 2025, Mon-Fri, 40 hours/week, 9A.M. - 5 P.M. Some Flexibility is available.
- The Administrative Assistant will be entitled nine paid Statutory Holidays are as follows:
New Years Day, Family Day, Good Friday, Victoria Day, Canada Day, Labour Day, Thanksgiving Day, Christmas Day, and Boxing Day.
- The office will be closed for two weeks over the holiday period December 21 - January 5. Pay will be provided for the 3 statutory holidays, the remaining days will be unpaid days should the Assistant choose to take the remainder of the days off.
- The Administrative Assistant will be entitled to