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Administrative Assistant

3 weeks ago

Saanich BC VZ K, Canada Psychology Clinic Full time

Job Overview

We are looking for a positive and organized Administrative Assistant to support the day-to-day operations of our small psychology practice. As the first point of contact, you will play a vital role in creating a welcoming, calm, and compassionate environment for clients. This position requires both administrative and operational responsibilities, including:

Patient Management:

  • Welcoming clients, ensuring a sense of comfort and calm during their visit
  • Scheduling and confirming appointments
  • Managing wait lists, ensuring timely response to inquiries

Billing & Records:

  • Ensure billing is done on a timely and accurate basis
  • Process insurance claims accurately and efficiently

Administrative Duties:

  • Drafting reports, letters and notes as required
  • Faxing, e-mailing, and filing confidential medical information to/from specialists, alternate practitioners and clients
  • Professional dealings with referral sources
  • Managing the clinic database and records, ensuring an accurate and well-organized document control system is in place
  • Conducting basic bookkeeping

Other Duties:

  • Ensuring cleanliness of the clinic, including sweeping, dusting, sanitizing high touch areas and cleaning dishes in sink area
  • Receiving and distributing mail and parcels
  • Provide support to clinicians during daily operations
  • Any other required duties which may arise

Requirements

  • Ability to uphold and safeguard the confidentiality of clients' personal health and financial information in accordance with privacy standards and regulations
  • Strong English written and verbal communication skills with good phone etiquette
  • Ability to work independently while maintaining professionalism and efficiency
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and insurance billing
  • Basic accounting knowledge and experience with QuickBooks is highly preferred
  • Prior experience in medical or healthcare front desk settings is advantageous but not mandatory

To apply: Please submit your resume and a short cover letter outlining your qualifications and relevant experience.

Our office does not offer immigration sponsorships or LMIA. All applicants must live in the general Victoria area and have valid work statuses (work permit/ PR/ Canadian citizenship) at the time of application.

This posting will close on December 31st 2025, and the expected start date will be mid-January 2026.

Job Type: Part-time

Pay: $25.00 per hour

Expected hours: 20 – 25 per week

Benefits:

  • Flexible schedule
  • On-site parking

Ability to commute/relocate:

  • Saanich, BC V8Z 5K8: reliably commute or plan to relocate before starting work (required)

Education:

  • Secondary School (required)

Work Location: In person