Administrative Manager

Frey Consulting Group; Abbotsford; On-site; CAD 30,000 - 34,000; Full time

Benefits offered by this job

Flexible working conditions

Mentorship and training

Job summary

The Administrative Manager at Back in Motion in Abbotsford is responsible for daily clinic operations, supervising reception and admin staff, and coordinating facilities, IT, and health and safety.

You will manage billing, scheduling, onboarding, and vendor relations, with a focus on outstanding client service and effective team leadership. Some familiarity with Jane software is preferred, and a reliable vehicle is an asset.

Qualifications

• Minimum 1 year in an administrative role, ideally in a supervisory capacity within a healthcare environment.
• Relevant courses or a diploma in healthcare administration or related field preferred.

Responsibilities

• Manage incoming calls and inquiries via phone and email.
• Schedule appointments and assist walk-in clients.
• Follow up with clients on appointments and ensure cancellations are handled appropriately.
• Prepare and restock treatment rooms before and after appointments.
• Maintain cleanliness and organization of linens and materials.
• Coordinate staff schedules and fill absences, reporting any issues to the Senior Administrative Manager.
• Train and mentor administrative staff while ensuring excellent client relations.
• Create and update client records and databases.
• Manage billing and invoicing procedures, ensuring accuracy and timeliness.
• Act as liaison for facility and computer needs, reporting issues to Facilities/IT.
• Monitor and report on repairs and janitorial services quality.
• Manage keys and security access for the facility.
• Verify and process approvals for purchasing needs.
• Maintain office and clinic supplies to avoid emergencies in ordering.
• Welcome and orient new staff, set up computer system access, and collaborate with HR for orientations.
• Serve as Health and Safety Representative, conduct orientations and policy updates, and coordinate meetings.

Skills

Leadership

Communication

Customer service

Scheduling

Reception experience

Education

Healthcare administration diploma

Tools

Jane software

Job description

We are hiring for an Administrative Manager to support services at our Abbotsford location.

POSITION TITLE:

Administrative Manager

STATUS:

Permanent | Full-time

LOCATION:

Abbotsford, BC

HOURS OF WORK:

Monday to Friday | 7:30 am to 3:30 pm

SALARY:

$22 – $25 per hour with the exact rate determined based on experience, qualifications, and applicable position requirements

START DATE:

As soon as possible

CORE CANDIDATE SKILLS:

We're seeking a reliable and adaptable Administrative Manager with strong leadership, communication and customer service skills, while able to manage changing priorities and support daily operations. Willing to commute to the noted locations to meet the needs of the role. Personal vehicle not required but is an asset. Preference in those who have reception/admin experience, direct customer service skills / patient de-escalation skills, and Jane software knowledge preferable.

SUMMARY

The Administrative Manager is responsible for ensuring the smooth daily operations of the clinic. This role involves providing clerical and administrative support to staff, visitors, and clients, provide return to work coordination, as well as collaborating with Back in Motion's Corporate Resources, Health and Safety, and Human Resources. The person will serve as the primary point of contact for activities related to facilities, purchasing, health and safety, new hire orientation, and security while managing administrative requests that affect the clinic.

RECEPTION & ADMINISTRATIVE SUPPORT:

• Manage incoming calls and inquiries via phone and email.
• Schedule appointments and assist walk-in clients.
• Follow up with clients on appointments and ensure cancellations are handled appropriately.
• Prepare and restock treatment rooms before and after appointments.
• Maintain cleanliness and organization of linens and materials.
• Coordinate staff schedules and fill absences, reporting any issues to the Senior Administrative Manager.
• Train and mentor administrative staff while ensuring excellent client relations.

DATA ENTRY & BILLING:

• Create and update client records and databases.
• Ensure cleanliness of facilities and the upkeep of office equipment.
• Apply referral sources payments for your site.
• Manage billing and invoicing procedures, ensuring accuracy and timeliness.

IT & FACILITIES:

• Act as the liaison for facility and computer needs, reporting issues to Facilities and/or IT.
• Monitor and report on the quality of repairs and janitorial services.
• Manage keys and security access for the facility, ensuring proper communication with contractors and service technicians.

PURCHASING:

• Verify and process approvals for purchasing needs.
• Maintain office and clinic supplies to avoid emergencies in ordering.

Human Resources:

• Welcome and orient new staff members, introducing them to the team.
• Set up new staff on the computer system and facilitate necessary access and resources.
• Collaborate with HR for new hire orientations and documentation.

HEALTH AND SAFETY:

• Serve as the Health and Safety Representative, conducting orientations and policy updates.
• Facilitate monthly committee meetings, ensuring required certifications are up to date.
• Maintain safety documentation and conduct audits and inspections as needed.
• Gather feedback from stakeholders and distribute relevant information to staff.
• Coordinate meetings and liaise with various departments to resolve site issues.
• Perform additional duties as assigned to support clinic operations.

QUALIFICATIONS:

• Minimum of 1 year in an administrative role, ideally in a supervisory capacity within a similar healthcare environment.
• Relevant courses or a diploma in healthcare administration or related field preferred.

Back in Motion is a multiple award-winning employer with a culture of excellence, mutual respect, integrity, teamwork, and commitment to people.

Our team members say they enjoy our flexible working conditions within an environment of growth and development. They truly value that we hire from within for new opportunities and leadership roles. Because our teams are diverse and inclusive, we believe we are stronger because of our unique experiences and perspectives. Mentorship, training, opportunities to contribute, and continuous support in our career and personal milestones are just a few standards that are most valued within BIM.

Work with us and with our amazing team to make a real difference in people's lives.

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