Administrative Assistant

Back In Motion; Brampton; On-site; CAD 25,000 - 33,000; Part time

Job summary

Back In Motion in Brampton is seeking a friendly Administrative Assistant to support clients and staff under the Clinic Operations Manager.

The casual position may extend hours and transition to full-time. Tasks include booking appointments, taking payments, preparing records, KPI tracking, and ensuring clean, well-organized clinic operations.

Qualifications

• Minimum two years of administrative support in healthcare.
• Experience working with a multi-cultural population.

Responsibilities

• Greet clients and assist with sign-in.
• Book appointments and take payments.
• Administer rehab programs and balance end of day.
• Prepare and deposit bank deposits weekly.
• Prepare clinical records and intake forms.
• Assist with client orientation and CRM sign-in.
• Support client flow in waiting area.
• Maintain filing and KPI tracking weekly.
• Process mail and distribute documents.
• Coordinate daily activities in CRM/JANE.
• Enter questionnaire data into CRM.
• Maintain clinic inventory and orders.
• Provide back-up support for staff.

Skills

Professional manner

Communication skills

Teamwork

Attention to detail

Initiative

Organizational skills

Tools

Jane Booking system

Microsoft Office

Database systems

Office equipment

Job description

REPORTS TO:

Clinic Operations Manager

LOCATION:

STATUS:

Casual with an opportunity to transition to full-time

HOURS OF WORK:

M T W F, 11:00 AM–7:00 PM

Thursdays, 12pm - 8pm

EFECTIVE DATE:

ASAP

SUMMARY

Under the direction of the Clinic Operations Manager, the Administrative Assistant is responsible for assisting clients and staff, photocopying documents, and answering client’s questions and inquires.

Ideal candidate will be flexible and able to occasionally extend their hours to support clinic closing during clinic closing during staff sick days or vacation coverage, if needed. Access to a personal vehicle and valid driver's license is an asset.

RESPONSIBILITIES

• Greets all clients and assists with signing in the attendance sheet;
• Booking client appointments, taking payments;
• Administration of rehab programs;
• Balancing end of day;
• Preparing bank deposits; taking them to the bank weekly to be deposited;
• Preparing Clinical Records;
• Initial client orientation and documentation collation;
• Assists clients in waiting area and helping with client flow;
• File set-ups, KPI Tracking sheet updated weekly; monthly invoicing mailed out
• Monitor MVA and WSIB rejections
• General office administration as required;
• Ensures standard of Janitorial services, facility cleanliness and manage maintenance of facility;
• Responds to various client, customer and staff needs;
• Answers and transfers telephone calls;
• Receives and distributes mail, uploading medicals;
• Distribute locks and parking passes to clients if needed;
• Work with third party payors including extended health companies and Blue Cross on a daily basis.
• Faxing Physiotherapist reports to Doctors.
• Coordinating daily activity, close client appointments in CRM/JANE, prepare and enter sign-in/out attendance sheets;
• Scoring various questionnaires and entering information into CRM;
• Assisting in general cleanliness of the facility (tidying exam rooms and lobby, completing laundry, scheduling dish duty, stocking supplies, );
• Health and Safety/ Office Coordinator Roles (if applicable)
• Keeping track of clinic inventory, preparing monthly orders
• Send contractors revenue reports daily
• Providing back up support for other administrative staff when needed.

QUALIFICATIONS1.Minimum Qualifications:

• Minimum of two (2) years of administrative support in a similar or healthcare work environment, preferred.
• Experience working with a multi-cultural population.

2.Skills & Attributes:

• Required
• Professional manner and strong communication skills.
• Ability to work collaboratively with a team as well as independently.
• Excellent attention to detail.
• Shows initiative; can work with little supervision.
• Excellent organizational skills.
• Knowledge of Jane Booking system
• Technical Skills
• Strong proficiency with Microsoft Office, database systems and basic admin tasks, office equipment and software applications.

We thank all applicants however only those who are eligible to work in Canada with the above qualifications will be considered.