Office Administrator

1 week ago

Spruce Grove, Canada Wellness Clinic Full time

Job Overview:
We are seeking a highly organized and detail-oriented Office Administrator to join our team. As an Office Administrator, you will be responsible for providing administrative support to ensure the entire smooth functioning of our office.

Duties of the Office Administrator

Daily Tasks
- Answers and directs incoming calls in a prompt, professional, and courteous manner
- Handles all data entry of new patient files and ensures consent and intake forms are completed prior to client appointments
- Send new consent forms to clients once per year
- Confirms consent and intake forms have been completed prior to therapist appointments and follows up as necessary
- Manages, monitors, and takes responsibility for general maintenance of the reception area.
- Change garbages when full
- Restock coffee/tea area when getting low
- Tidy staff kitchen and spot sweep floors at least twice a week
- Send a list of office materials or office amenities to the Director for approval to purchase (coffee, tea, cleaning supplies, juice boxes, pens e.t.c.)
- Opens mail and sorts/files, put cheques to be deposited in locked cabinet and notifies Director
- Checks consents every Friday to ensure that all dual consents have been gained from all necessary parties

Coordination Tasks
- Maintain efficiency within the office by developing and implementing the best policies, standards, and procedures for with Director
- Coordinate therapists’ schedules; update every 3 months
- Update renewal timeline of subcontractors yearly contracts and send to Director
- Keep records of employee paperwork (insurance, training certificates, contracts, etc.) in the google drive and update yearly
- Organize and keep a record of quarterly staff meetings
- Weekly meeting with Director to update task execution
- Participate actively in the planning and execution of events
- Administrative duties, including oversight of hushmail (i.e. creating new hushmail accounts, helping reset passcodes, etc.)
- Send new consent forms to clients once per year

Financial/Accounting
- Accounts receivable, all outstanding or missed payments, invoicing, etc.
- Paying and managing bills (rent, phone plans, etc.)
- Payroll for all subcontractors on the first business day of each month
- Keeping updated spreadsheet of FLP finances and sending monthly report
- Some financial circumstances such as direct billing the occasional insurance when pre approved
- Creating and sending invoices on a contract basis
- Implementing and managing direct billing through Telus eClaims
- Special program managements: NIHB, PSD, WCB, etc.

Supporting Staff
- Texting staff when there is a change to a booking on the same day
- Be a Jane Pro, managing Jane questions from therapists/schedules
- Handle therapist inquiries as much as possible that are not HR related
- Checking therapist reviews and informing the Director when they are not favorable
- Onboarding of New Staff
- Send new staff members the onboarding paperwork, including the Therapist Handbook, Welcome Handbook, Welcome Letter.
- Monitoring and upgrading website
- 3 social media posts per week on FB and Instagram account (linked)

**Skills**:

- Strong organizational and time management skills
- Proficient in using office software (e.g., JANE, EXCEL, WORD)
- Excellent verbal and written communication skills
- Proficient in direct billing and creating invoices
- Ability to handle multiple tasks simultaneously with attention to detail
- Experience with phone systems and other office equipment
- Previous administrative or clerical experience preferred
- Ability to work independently and as part of a team
- Strong problem-solving skills
- Experience in training development and team management is a plus

**Job Types**: Full-time, Part-time

Pay: $24.00 per hour

Expected hours: No more than 25 per week

**Benefits**:

- On-site parking

Schedule:

- Monday to Friday

**Education**:

- Secondary School (required)

**Experience**:

- Administrative: 2 years (required)

**Language**:

- English (required)

Work Location: In person

Expected start date: 2024-05-29

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