Receptionist/administrative Assistant

4 months ago

Orleans, Canada Orleans Family Health Clinic Full time

**Administrative Assistant Responsibilities**:

- Facilitate smooth communications between the Executive and Office managers, Bookkeeper, Nurses, Physicians and co-workers and between the Executive and external parties such as vendors, customers, and the public.
- Liaison & support to other employees as required

Handle confidential information.
- Maintain the security of the executive’s records and files.
- Perform tasks using independent judgment and discretion; e.g., preparing documents and presentation materials; screening and responding to incoming correspondence, inquiries, and phone calls; drafting letters; arranging and attending meetings; taking and distributing minutes
- Managing calendar/appointments/meetings
- Leading and coordinating multiple events from planning to execution.
- Order office supplies and maintain levels of supply when needed.
- Create presentations and other working documents for the President.
- Coordinate courier and shipments, as required.
- Deliver and pick up business related supplies in the local geographic area
- Work with executive administrative team to create spreadsheets, presentation information and business organizational tasks.
- Prepare the conference room for presentations and staff meetings.
- Other administrative tasks, as requested.

**Personal Assistant responsibilities**:

- Manage the Executive’s schedules.
- Working with the Executive in facilitating day to day tasks.
- Assistance with personal needs such as running errands, taking vehicles for maintenance, purchasing supplies, refreshments, gifts etc.
- Driving for deliveries and to appointments and airport.

**Light Computer and Office Maintenance responsibilities**:

- Light repairs and maintenance
- Changing light bulbs, minor repairs to office furniture, etc.
- Windows updates
- Printer and network troubleshooting and install, etc.
- Moving files and boxes to and from storageDuties:

- Greet and welcome patients, visitors, and clients in a friendly and professional manner
- Answer phone calls, take messages, and direct calls to the appropriate person or department
- Schedule appointments and manage the office calendar
- Maintain patient records and update information as necessary
- Assist with billing and insurance claims processing
- Handle incoming and outgoing mail and packages
- Perform general administrative tasks such as filing, scanning, and data entry
- Provide support to other staff members as needed

**Experience**:

- Previous experience as a receptionist or administrative assistant is preferred
- Familiarity with medical or dental office procedures is a plus
- Proficiency in using Google Suite (Gmail, Google Docs, Google Sheets) or similar software is required
- Excellent communication skills, both verbal and written
- Strong organizational skills and attention to detail
- Ability to multitask and prioritize tasks effectively
- Professional demeanor and customer service-oriented mindset

This position offers an opportunity to work in a fast-paced medical or dental office environment. The receptionist/administrative assistant will play a crucial role in ensuring smooth operations and providing exceptional customer service to patients and clients. If you are a motivated individual with excellent organizational skills and a passion for helping others, we encourage you to apply.

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

**Salary**: $18.00-$22.00 per hour

**Benefits**:

- Casual dress
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Store discount
- Vision care

Schedule:

- Monday to Friday
- Weekends as needed

**Education**:

- DCS / DEC (required)

**Experience**:

- Front desk: 1 year (required)
- Administrative experience: 1 year (required)
- Medical office: 1 year (required)

**Language**:

- English (required)
- French (preferred)

Work Location: In person

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