Administrative Assistant

3 months ago

Victoria, Canada Tall Tree Health Full time

**Job Title**:Administrative Assistant

**Location**:Cordova Bay (in-person)

**Type**:Part-Time / Casual Employee

**Hours**: Saturdays 8:30am - 3:30pm; vacation and sick day coverage as needed

**BASIC PURPOSE**

As an Administrative Assistant, you are a vital part of the Tall Tree team and in the operation of our unique high-quality programs and services. You work closely with the Administrative Team, the Clinicians, Funders, and Patients. You are responsible for supporting the Administrative functions at the Cordova Bay clinic and for taking care and pride in our beautiful space. As the first point of contact for our patients you play a crucial role in setting the tone for our patient’s experience, treatment, and care. You are an important member of our care team, ensuring that each and every patient’s experience is nothing less than exceptional.

**Essential Functions**:

- Care Navigation & Customer Experience:

- Curating an easy and exceptional healthcare experience for all patients.
- Navigating patients through the Tall Tree ecosystem and matching them with the best-fit clinician and discipline for their needs.
- Answering questions about our services and our staff in a professional and timely fashion.
- Going above and beyond to ensure each patient’s needs are met.
- Taking action and following up on all patient inquiries and concerns.
- Making timely decisions to resolve patient complaints, advising with your Office Manager as needed.
- All other duties as may be assigned.

**Booking & Schedule Intelligence**:

- Scheduling, re-scheduling, and canceling patient appointments as needed, using Jane EMR.
- Optimizing clinical schedules to ensure flow and ease for all practitioners and patients.
- Managing and calling waitlists and cancellation lists to fill clinician schedules.
- Scheduling patients for their full allotted treatment plans to ensure that they have access to the care they need when they need it.
- Communicating with patients proactively if it’s noticed that they have appointments booked past their funding eligibility dates and rescheduling or canceling as needed.
- All other duties as may be assigned.

**Funding, Billing, Invoicing & Accounts Receivables**:

- Submitting extended health claims to private insurers and third-party funders, such as Pacific Blue Cross, Canada Life, ICBC and WSBC in a timely manner.
- Communicating with case managers and adjusters regarding patient treatment plans and payments as required.
- Supporting clinicians with treatment plan and report deadlines and submitting to funders as required.
- Following up and chasing outstanding payments for patients and funders to maintain Accounts Receivables within acceptable ranges.
- Communicating with patients on the status of their funding approvals as required.
- All other duties as may be assigned.

**Qualifications**:
**Must Haves**:

- Grade 12 education or equivalent.
- Proficiency with computers and software including Microsoft Office and Jane Practice Management, or similar software.
- Passion for healthcare administration.
- Ability to think outside the box and navigate complex situations.
- Excellent verbal and written communication skills.
- Able and willing to go above and beyond to perform essential functions in a fast-paced environment with multiple competing demands.
- Interest and passion for working within a team, collaborating and engaging with a diverse range of professionals, and contributing to an exceptional work environment are a must.

**Nice-To-Haves**:

- Two years of recent related experience in a healthcare setting, or an equivalent combination of education, training, and experience.
- Experience working in an integrated healthcare setting.
- Awareness and understanding of the different options available to patients seeking care from allied health professionals.
- Post-secondary education or equivalent experience may be an asset.

**REPORTS TO**:
Office Manager

**If you are interested in applying, please answer all pre-screening questions and upload your resume. Applications without pre-screening questions answered will not be considered.**

**_
Make sure to check your junk/spam folders as well so you don't miss a message from us_

  • Administrative Assistant

    4 weeks ago

    Victoria, Canada Christ Church Cathedral School Full time

    Our School Founded in 1989, Christ Church Cathedral School provides an outstanding and inspiring education to children in JK- Grade 8. Ranking among the top performing schools in our city and rooted in the Anglican ethos, we provide a well-rounded curriculum accessible to students of all beliefs, nurturing the intellectual, physical, artistic and social...

  • Administrative Assistant

    6 months ago

    Victoria, Canada Community Roots Support Services Full time

    Here we grow again! Community Roots Support Services is a fast growing company that continues to expand in order to better serve the community and the individuals we support. We are looking to add an administrative assistant to our skilled team in order to facilitate continued smooth operation of the company, and allow for further growth and optimization of...

  • Administrative Assistant

    4 months ago

    Victoria, Canada Burns Clinical Life Options Full time

    Administrative Assistant is responsible for representing the company in person and on the telephone. The Administrative Assistant performs a wide variety of administrative, clerical and accounting duties, some of a confidential nature. The Administrative Assistant will also act as support to the clinical team. Confidentiality of clients is a must. Knowledge...

  • Administrative Assistant

    6 months ago

    Victoria, Canada Wayside House Full time

    Job Overview: **Responsibilities**: - Perform clerical duties such as filing, typing, copying, binding, scanning, update forms, manuals etc. - Assist with computer file organization - Post on social media - Answer and direct phone calls with professionalism and courtesy - Assist with events, helps with activities - Provide excellent customer service to...

  • Administrative Assistant

    5 months ago

    Victoria, Canada Devon Properties Ltd. Full time

    **Summary**: The Administrative Assistant is responsible for providing administrative and clerical support for multiple departments within Devon’s head office. Responsibilities include, but are not limited to, project organization, daily support to Property Managers, tenant, vendor and owner correspondence, scheduling meetings and taking minutes, preparing...

  • Administrative Assistant

    6 months ago

    Victoria, Canada Thales Canada Inc., Defence and Security Full time

    Location: British Columbia_Remote_Worker, Canada In fast changing markets, customers worldwide rely on Thales. Thales is a business where brilliant people from all over the world come together to share ideas and inspire each other. In aerospace, transportation, defence, security and space, our architects design innovative solutions that make our tomorrow's...

  • Administrative Assistant

    6 months ago

    Victoria, Canada Daxtech IT Solutions Full time

    Are you an organizational superstar eager to be the backbone of a pioneering IT firm? Daxtech IT Solutions is on the lookout for an Administrative Assistant who thrives in a bustling, innovative environment in Victoria, BC. Join us and become an integral part of a team that fuels businesses with cutting-edge IT solutions and an unwavering commitment to...

  • Administrative Assistant

    6 months ago

    Victoria, Canada Daxtech IT Solutions Full time

    Are you an organizational superstar eager to be the backbone of a pioneering IT firm? Daxtech IT Solutions is on the lookout for an Administrative Assistant who thrives in a bustling, innovative environment in Victoria, BC. Join us and become an integral part of a team that fuels businesses with cutting-edge IT solutions and an unwavering commitment to...

  • Administrative Assistant

    6 months ago

    Victoria, Canada Victoria Women's Transition House Full time

    **Victoria Women’s Transition House (VWTH)** is looking for a part-time **Administrative Assistant **to support our Shelter team. We are a non-profit charity, providing emergency shelter, counselling and support services for women of all ages, with or without children, fleeing from intimate partner violence and abuse. We are a vibrant, collaborative...

  • Administrative Assistant

    2 months ago

    Victoria, Canada The Victoria Assessment and Therapy Institute Full time

    **Position**: Administrative Assistant **Type**: Part-Time (with transition to Full-Time) **Company**: The Victoria Assessment and Therapy Institute **Location**: Victoria, BC **About Us**: Join our dynamic and rapidly growing mental health organization! We are excited to announce our expansion from one province to another, bringing our exceptional...

  • Administrative Assistant

    5 months ago

    Victoria, Canada Thales Full time

    Location: British Columbia_Remote_Worker, Canada In fast changing markets, customers worldwide rely on Thales. Thales is a business where brilliant people from all over the world come together to share ideas and inspire each other. In aerospace, transportation, defence, security and space, our architects design innovative solutions that make our tomorrow's...

  • Administrative Assistant

    6 months ago

    Victoria, Canada Associated Engineering Group of Companies Full time

    **Job Description**: We currently have an opening for an **Administrative Assistant** in our **Victoria** office. Responsibilities will include: - Preparing and ensuring the timely delivery of correspondences, proposals, reports, technical memoranda, contract documents, and technical specifications to company standards. - Prioritizing urgent tasks over...

  • IT Administrative Assistant

    4 weeks ago

    Victoria, Canada BC Ferries Full time

    Job Description: **IT ADMINISTRATIVE ASSISTANT** Information Technology Victoria **The Opportunity** Working as part of a large project team, you are a detail oriented individual who is committed to quality. You use sound judgement and awareness while providing confidential administrative support to IT Projects. You are responsible for establishing...

  • Administration Assistant

    2 months ago

    Victoria, Canada Greater Victoria Chamber of Commerce Full time

    The Greater Victoria Chamber of Commerce (“The Chamber”) works together to build good business and great community for all. For over 160 years, The Chamber has led the way in historic improvements in our region, fostering connections, promoting business excellence, and advocating for economic growth. Today, with nearly 1,400 members, the Greater Victoria...

  • Administrative Assistant

    6 months ago

    Victoria, Canada Gallagher Full time

    **Introduction**: Indulge your passion for problem-solving and embrace the thrill of addressing risk head-on at Gallagher's global brokerage team. Join a family of diverse minds, united by a relentless pursuit of excellence. As part of our team, you'll be the architect of protection, safeguarding businesses and empowering their ambitions. Together, we'll...

  • Administrative Assistant

    4 months ago

    Victoria, Canada Associa Full time

    Associa BC (formerly Cornerstone Properties Ltd, has been servicing Victoria properties since 1987 and is currently seeking to hire a permanent full-time **Administrative Assistant**. This is an exceptional opportunity for an individual who excels in a busy office environment. At Associa BC, we emphasize a team approach, and we provide a friendly and...

  • Administrative Assistant

    4 months ago

    Victoria, Canada Associa Full time

    Associa BC (formerly Cornerstone Properties Ltd), has been servicing Victoria properties since 1987 and is currently seeking to hire a temporary full-time **Administrative Assistant**. The term of this role will be one year, with possibility of extension and there is potential for this role to become permanent. This is an exceptional opportunity for an...

  • Administrative Assistant

    6 months ago

    Victoria, Canada Inquiring Little Minds Full time

    Inquiring Little Minds/ Saltair Childcare Society **Administrative Assistant** Wage: Starting $21.23 per hour Full Time: 30 to 40 hrs/wk. Permanent - full-time position **About Inquiring Little Minds**: Inquiring Little Minds has been providing childcare services in British Columbia for the past 12 years, since 2011. We are hoping to expand, by opening more...

  • Administrative Assistant

    6 months ago

    Victoria, Canada Mental Health Recovery Partners - South Island Full time

    **JOB DESCRIPTION - Administrative Assistant** **Hours**: 28-35 hours per week **Reports to**: Executive Director **Wages**: $44,208 - $47,320 (pro-rated to length of work week) **The Administrative Assistant** works closely with the Executive Director (ED) and Program Manager and works regularly with other office staff. The Administrative Assistant is...

  • Administrative Assistant

    6 months ago

    Victoria, Canada Sprott Shaw College Full time

    _Are you motivated by using your talents to support others? Come work for one of BC’s top regulated colleges!_ - Established in 1903, Sprott Shaw College is a regulated post-secondary institution with 16 government-designated campuses across British Columbia. We take great pride in educating and preparing our students for rewarding and relevant careers in...