Administrative Assistant | Full-time Permanent | London ON

Back In Motion; London; On-site; CAD 40,000 - 55,000; Full time

Job summary

A leading physiotherapy clinic in London, ON, is seeking an Administrative Assistant to support clients and staff. The role includes managing appointments, handling administrative tasks, and ensuring a welcoming environment. Ideal candidates will have healthcare experience and strong organizational skills.

Qualifications

• Minimum of two years of administrative support experience in a healthcare environment.
• Experience working with a multicultural population.

Responsibilities

• Greet clients and assist with appointments and payments.
• Administer rehab programs and manage client flow.
• Perform general office administration and ensure facility cleanliness.

Skills

Communication

Customer Service

Organizational Skills

Attention to Detail

Time Management

Initiative

Education

Two years of administrative support experience

Tools

Microsoft Office

Jane Booking system

Job description

POSITION TITLE : Administrative Assistant

PROGRAM : Physiotherapy Clinic – London ON

REPORTS TO : Administrative Manager or Health Services Manager

STATUS : Full Time

HOURS OF WORK : Monday to Friday - 7:30 am to 3:30 pm or 8:00 am to 4:00 pm

SUMMARY

Under the direction of the Health Services Manager and/or Administrative Manager in London, ON, the Administrative Assistant for the Physiotherapy Clinic is responsible for assisting clients and staff, photocopying documents, and answering clients’ questions and inquiries.

RESPONSIBILITIES

1. Greet all clients and assist with signing in on the attendance sheet.
2. Book client appointments and process payments.
3. Administer rehab programs.
4. Balance end-of-day accounts.
5. Prepare bank deposits and take them to the bank weekly.
6. Prepare clinical records.
7. Conduct initial client orientation and collate documentation.
8. Assist clients in the waiting area and manage client flow.
9. Set up files, update KPI tracking sheets weekly, and mail out monthly invoicing.
10. Monitor MVA and WSIB rejections.
11. Perform general office administration as required.
12. Ensure janitorial standards, facility cleanliness, and manage maintenance.
13. Respond to various client, customer, and staff needs.
14. Answer and transfer telephone calls.
15. Receive and distribute mail, upload medical documents.
16. Distribute locks and parking passes to clients as needed.
17. Collaborate with third-party payors, including extended health companies and Blue Cross.
18. Fax physiotherapist reports to doctors.
19. Coordinate daily activities, close client appointments in CRM/JANE, and prepare sign-in/out sheets.
20. Score questionnaires and enter data into CRM.
21. Assist with facility cleanliness, including tidying exam rooms and lobby, completing laundry, scheduling dish duty, and stocking supplies.
22. Participate in Health and Safety / Office Coordinator roles if applicable.
23. Track clinic inventory and prepare monthly orders.
24. Send revenue reports to contractors daily.
25. Provide backup support to other administrative staff as needed.

QUALIFICATIONS

• Minimum of two (2) years of administrative support experience in a healthcare or similar environment (preferred).
• Experience working with a multicultural population.

SKILLS & ATTRIBUTES

• Professional demeanor and strong communication skills.
• Excellent customer service skills.
• Ability to work collaboratively and independently.
• Attention to detail and effective time management.
• Initiative and ability to work with minimal supervision.
• Strong organizational skills.
• Knowledge of Jane Booking system (desirable).
• Proficiency in Microsoft Office, database systems, and basic administrative tasks.

We thank all applicants; however, only those eligible to work in Canada with the specified qualifications will be considered.