Office Administrator

Job Overview:
We are seeking a highly organized and detail-oriented Office Administrator Assistant to join our Office Admin Team on Saturdays and Tuesdays. As a supporting Administrator, you will be responsible for providing administrative support to ensure the 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.
- 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.
- Replace garbage bags in all offices when they are full.
- Restock coffee/tea area when getting low
- Tidy the staff kitchen and sweep the floors on every shift.
- 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 the locked cabinet and notifies Director.
- Checks consents every Saturday 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 with Director.
- Coordinate therapists’ schedules; update every 3 months
- Organize and keep a record of quarterly staff meetings and send invites.
- 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, including all outstanding and missed payments, invoicing, and other related matters.
- Direct Billing on Telus E-Claims, Blue Cross, Green Shield, and Medavie.
- Creating and sending invoices on a contract basis.
- Special program management: 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.
- 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 Type**: Part-time

Pay: From $21.00 per hour

Expected hours: 10 per week

**Benefits**:

- On-site parking

Schedule:

- Every Weekend
- Night shift

**Education**:

- Secondary School (required)

**Experience**:

- Administrative: 2 years (required)

**Language**:

- English (required)

Work Location: In person

Expected start date: 2025-05-01