Administrative Assistant | Casual - BIM Health London (Chelsey Park)

Back in Motion Rehab Inc.; London; On-site; CAD 30,000 - 60,000; Part time

Job summary

A leading rehab clinic in London, Ontario is seeking an Administrative Assistant. The role involves managing client appointments, handling payments, and maintaining facility cleanliness. Ideal candidates should have a minimum of two years of relevant experience and excellent communication skills. This position offers flexibility with hours and requires occasional support during staff vacations.

Qualifications

• Minimum of two years of administrative support experience.
• Experience working with a multi-cultural population.
• Ability to work collaboratively and independently.

Responsibilities

• Assist clients and staff, manage appointments and payments.
• Handle administrative tasks and maintain facility cleanliness.
• Provide back-up support for other administrative staff.

Skills

Strong communication skills

Excellent customer service skills

Attention to detail

Effective time management skills

Education

Experience in healthcare environment

Tools

Microsoft Office

Jane Booking system

Job description

Overview

POSITION TITLE: Administrative Assistant

REPORTS TO: Administrative Manager or Health Services Manager

LOCATION: London, Ontario

STATUS: Casual

HOURS OF WORK: M/W/F 8:45am - 12:45pm; T/Th 10:45am - 2:45pm

EFFECTIVE DATE: ASAP

Summary

Under the direction of the Health Services Manager and/or Administrative Manager in London, ON, the Administrative Assistant is responsible for assisting clients and staff, photocopying documents, and answering clients' questions and inquiries. The ideal candidate will be flexible and able to occasionally extend their hours to support 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 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
• Coordinating client files upon discharge
• 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

Qualifications

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
• Meets deadlines

Skills & Attributes:

• Professional manner and strong communication skills
• Excellent customer service skills
• Ability to work collaboratively with a team as well as independently
• Excellent attention to detail
• Effective time management skills
• Shows initiative; can work with little supervision
• Excellent organizational skills

Desirable 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.