Clinic / Administrative Assistant - Hearing Health

**Clinic / Administrative Assistant - Hearing Health Services Team**

**Responsibilities**:
Our Clinic/ Administrative Assistant plays a pivotal role in being first point of contact to assist clients and the community in accessing services. Focusing on client-centered service delivery this position will assist the Audiologist and clients in the Hearing Health Services program. This position engages with public, clients, staff and volunteers so the incumbent must work well as a member of a team; have well developed written and verbal communication skills; posses exceptional listening skills; able to work in a fast-paced environment and have exceptional multi-tasking skills and attention to detail. As Clinic Assistant the incumbent will be required to learn about Assistive Technology and provide support to clients with assistive tech; as well as providing basic hearing aid maintenance including cleaning/checks and tubing changes. The position will also provide cover to the front office reception and daily functions will include a variety of secretarial and clerical duties. This position requires the ability to function independently while managing multiple concurrent projects and deadlines.

**Duties**:
Customer Service - first point of contact for our clients and to provide them with the best customer service in the industry:

- Greeting clients, answering the telephone, answering client queries

Appointments - manage our client appointments and schedule the audiologists appointments:

- Maintaining clinician’s schedules, triaging appointments
- Changing appointments to accommodate client and clinic needs
- Contacting existing clients to schedule appropriate appointments

Clinic Appearance - responsible for the general maintenance of our clinics
- Tidying and organizing Assistive Listening Device (ALD) displays.
- Maintaining and ordering office and clinic supplies.

Hearing Professional & Administrative Support - provide administrative support for the audiologists as well as cover for front office / reception on a regular basis
- Registering new clients
- Maintaining files including creating, organizing and filing
- Shipping and receiving / couriers and mail
- Assisting with hosting and organizing local events for the hearing health team
- Preparing orders for fittings
- Knowledge and selling of Assistive Listening Device (ALD) and technology and Soundfields
- Providing basic hearing aid maintenance including cleaning/checks and tubing changes

Outreach - growing our community and educating others about our work by:

- Making presentations to community groups
- Attending health fairs and expos

**Qualifications**:

- Completion of college/ vocational / medical or technical training or equivalent combination of education, training, and experience.
- Three plus years’ experience in office administration and/or operations experience; preference in a medical / dental or audiological setting.
- Experience in databases, Excel, PowerPoint, Office 365 and internet research.
- Experience with Quickbooks and other financial software.
- Knowledge and experience with multiline switchboards, computers, printers & faxes.
- Experience using video conferencing & virtual platforms like zoom, MS Teams & facetime.

**Skills**:

- Exceptional attention to detail; excellent organizational and analytical skills.
- To think critically, creatively, and strategically when establishing customer needs and developing solutions.
- Effective problem solving skills, organizational and project management skills.
- Strong ability to meet deadlines and follow jobs through to completion.
- Well-developed written and verbal communication skills.
- Self-motivated drive to accomplish program/agency goals.
- Proficient computer skills.
- Proofreading and accuracy in spelling and grammar.

**Abilities**:

- Conversational American Sign Language is strongly preferred.
- Works well in a collaborative environment with ability to work as part of a team or independently with minimum supervision.
- Ability to communicate effectively with a wide range of people.
- Capacity to learn new processes and retain information.
- Respecting strict confidentiality.
- Knowledge of Deaf Culture as well as hearing loss and its implications.
- Excellent written and spoken English.

**Additional Information**:

- LGBTQ2+ and IBPOC individuals are encouraged to apply
- A criminal record check for working with vulnerable populations is a condition of employment

This is a part-time position with potential for fulltime in our Victoria office.
Applications are currently being accepted. Only those short listed will be contacted.

Please submit resume with cover letter to:
Executive Director, Island Deaf and Hard of Hearing Centre

**Job Type**: Permanent

**Salary**: $20.00-$24.00 per hour

**Benefits**:

- Extended health care

Schedule:

- Monday to Friday

**Experience**:

- Front desk: 1 year (preferred)
- Administrative experience: 1 year (preferred)

Work Locatio