Administrative Assistant

6 days ago

Richmond, Canada Back in Motion Rehab Full time

**POSITION TITLE**: Administrative Assistant - With strong customer service experience**
**PROGRAM: Rehabilitation Services**
**REPORTS TO**: Centralized Administration Manager (WorkSafeBC Services)**
**LOCATION: Richmond - **On-Site**
**STATUS: Full-time, Permanent (Monday to Friday | Typical Day Shift)**
**HOURS OF WORK: Monday to Friday, 37.5 hours per week. (On occasion, may be** required to work evenings or weekends)**
**Salary Range: $18-20/hour (rate will depend on factors such as internal equity, education, work experience)**

Under the direction of the Centralized Administration Manager (WorkSafeBC Services), the Centralized Administrative Assistant for Rehabilitation Services is responsible for working with the administrative team to ensure efficient and effective operations of all administrative functions within Rehabilitation programs and/or Psychological Services.
The person will provide administration support in a team environment and ensure all documentation and procedures are completed to meet needs of the programs. This includes, but is not limited to: receptionist duties, answering and directing telephone calls, processing referrals, file set up, data entry, sending reports, invoicing, filing, supporting an interdisciplinary clinical team, and providing exceptional customer service to both external and internal customers.** **Someone with strong communication and coordinative skills along with customer service will be successful in this role. Heavy interaction (in-person, via call and online) with clients, physicians, clinical staff, WSBC and other support staff is an essential part of this position.**
**RESPONSIBILITIES**
**The primary duties of this role**:

- Receiving referrals for WSBC programs in the portal and scheduling program intakes within the referral to intake window
- Booking Job Site Visits for clinicians
- Scheduling team conferences between WSBC Board Officers and clinicians
- Invoicing for services rendered in an efficient and timely fashion

**Any of the following duties as required within an administrative team environment**:

- Familiarity with Rehabilitation Programs and other services' contracts, targets, obligations and service levels.
- Understands his/her role in achieving the goals and contractual outcomes.
- Reception duties in a busy clinic including greeting visitors, answering questions, assisting clients to complete paperwork and informing staff of client arrivals.
- Managing client absences and communicating absences to clinical staff.
- Preparing files and ensuring that clinicians have all relevant information and forms to conduct requested assessment and/or treatment.
- Data input into the database for all functions including but not limited to set-up, appointments, discharge, and satisfaction questionnaire entry throughout provision of services.
- Faxing, uploading and mailing reports as necessary.
- Booking interpreters
- Maintaining office equipment and general cleanliness of administrative and common areas
- File management, including file set-up for programs, coordination of discharged files and sending them to storage, pulling files for assessments, and transferring files
- Attending and taking an active role in administration and staff meetings.
- Providing back-up and vacation coverage to other administrative team members.
- Assisting in handling Release of Information requests in a timely fashion by either the funder or internal standard
- Perform other duties and projects as assigned by the Manager.

**QUALIFICATIONS**

1. **Minimum Qualifications**
- Two (2) or more years of administrative support in the healthcare or social services sector

**Education**
- Post secondary diploma in administrative management, medical office assistant or health unit administration certificate or diploma preferred or appropriate combination of education and experience is an asset.

2. **Skills & Attributes**
**Required**
- Superior customer service and interpersonal skills
- Intermediate MS Office skills: Outlook, Excel, Word
- Eligible to obtain a BCeID
- Efficient at multitasking in order to carry out job duties while responding to frequent telephone and in-person requests
- Exceptional problem solving, communication, and organizational skills
- Adaptable, quick to learn and excellent attention to detail
- Patience and empathy for working with a diverse clientele

**Please note this position requires someone to be onsite 100% in our Richmond clinic.**
**We thank everyone for your interest, however, only those selected for interview will be contacted.**
**Only those who are eligible to legally work full-time in Canada will be considered.**

**Helping people live better, healthier lives.**
Since 1993, Back in Motion has been dedicated to helping people overcome barriers and reach their full employment potential.

**Why work at Back in Motion?**
Back in Motion offers purposeful career experiences in a culture of collaboration and excellence.

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