Administrative Assistant

2 weeks ago

Vancouver, Canada Olive Fertility Centre Full time

**Administrative Assistant & Weekend Receptionist**

**Department**: Operations

**Reports To**: Director, Clinic Operations

**Location**: Vancouver Clinic

**Work Schedule**:7:15am - 3:15pm Reception Sundays & Statutory Holiday Mondays; 8am-4pm Monday-Thursday

**Overview**:

- Supporting the Vision, Values, Purpose, and Commitment of Olive Fertility Centre:_

Reporting to the Director, Clinic Operations, the Administrative Assistant & Weekend Receptionist is pivotal to the organization - this role focuses on maintaining patient centred care while managing physician expectations for an overall positive patient experience.

**Key Areas of Involvement Include**:
**Sunday & Statutory Holiday Mondays - 3rd Floor Reception**
- Greet and check-in patients and double check demographics as they enter the clinic.
- Manage waiting room/ultrasound room while communicating with procedure room nurses regarding patient flow.
- Ship medications/biopsies and samples.
- Document Management - Electronic Filing of test results and manual scanning of documents into charts.
- Accounting back-up; take payments and direct patients to Accounting.
- Answer and triage all incoming calls with a pleasant, accommodating, and professional demeanour.
- Provide referral and clinic facility information to callers ensuring correct information is imparted in a professional, caring manner.
- Retrieve all overflow voice message calls.
- Monitor corporate coffee machine - call in for servicing as needed.
- Other duties as needed.

**Monday - Thursday**

**ADMINISTRATION BACK-UP**
- Assist 3rd Floor Reception with covering breaks & lunches, end of day.
- Check in patients and manages Reception flow.
- eFiling & Scanning.
- Shipping & Receiving.
- Secondary switchboard operator.

**DOCUMENT MANAGEMENT**
- Medical Record Requests & Chart Transfers.
- Back-up for Medical Office Assistant (MOA)/Fax Management when MOA is away.
- Other duties as required.

**Qualifications**:
**Education, Training and Experience**:

- Grade 12 graduation.
- Minimum of two (2) years related experience.
- Previous medical office experience is an asset.

**Skills and Abilities**:

- Professional, friendly demeanour that can effectively defuse difficult situations and put patients at ease.
- Demonstrated ability to work independently and as a member of a multi-disciplinary team.
- Strong work ethic.
- Efficient at carrying out responsibilities to a high standard, with a keen eye for detail.
- Takes initiative to identify and complete relevant tasks.
- Ability to discuss intimate topics related to infertility in a professional, compassionate manner.
- Punctual - ready and physically performing required tasks at the start of each shift.
- Excellent attendance record.
- Fluent English communication skills, both verbally and in writing..
- Ability to lift and carry up to 25 lbs on the job.

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

Pay: From $21.00 per hour

Expected hours: 37.5 per week

**Benefits**:

- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- RRSP match
- Tuition reimbursement
- Vision care
- Wellness program

Schedule:

- 8 hour shift
- Day shift
- Every Weekend
- Holidays

Ability to commute/relocate:

- Vancouver, BC: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (required)

**Experience**:

- Administrative: 2 years (required)
- Medical Office: 1 year (preferred)

Work Location: In person

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