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Back in Motion Rehab Administrative Assistant - FT Temporary, Richmond in Richmond, British Columbia

POSITION TITLE: Administrative Assistant

REPORTS TO: Administrative Manager

LOCATION: Richmond

STATUS: Full Time Temporary, Starting ASAP and ending approximately on March 2022

HOURS OF WORK: Monday to Friday, 37.5 hours per week, approximately 7:30am to 3:30pm

HOURLY RATE: From $17/hour

SUMMARY

Under direction of the Administrative Manager, the Administrative Assistant is responsible for working with the administrative team to ensure efficient and effective operations of all administrative functions within Rehabilitation programs.

The Administrative Assistant provides administration support in a team environment and ensures all documentation and procedures are completed to meet needs of the programs. This includes, but is not limited to: receptionist duties, answering and directing telephone calls, processing referrals, file set up, data entry, sending reports, filing, supporting an interdisciplinary clinical team, and providing exceptional customer service to both external and internal customers.

RESPONSIBILITIES

Any of the following duties as required within an administrative team environment:

  • Familiarity with Rehabilitation Program (ie. OR2, OR1 and ASTD) contracts, targets, obligations and service levels. Understands his/her role in achieving the goals and contractual outcomes.

  • Reception duties in a busy clinic including greeting visitors, answering questions, assisting clients to complete paperwork and informing staff of client arrivals.

  • Managing client absences and communicating absences to clinical staff.

  • Preparing files and ensuring that clinicians have all relevant information and forms to conduct requested assessment and/or treatment.

  • Data input into CRM for all functions including but not limited to set-up, appointments, discharge, and CSQ entry throughout provision of services.

  • Faxing, uploading and mailing reports as necessary.

  • Booking interpreters

  • Maintaining office equip. and general cleanliness of administrative and common areas

  • File management, including file set-up for programs, coordination of discharged files and sending them to storage, pulling files for assessments, and transferring files

  • Attend and take an active role in administration and staff meetings.

  • Provide back-up and vacation coverage to other administrative team members.

  • Assist in handling Release of Information requests in a timely fashion and within FIPPA-PIPA and by either the funder or internal standard

  • Perform other duties and projects as assigned by the Manager.

  • Covid Screening and Tracking

QUALIFICATIONS

  1. Minimum Qualifications:
  • One (1) or more years of administrative support preferred

Education:

  • High School Diploma or equivalent required.

  • Post-secondary education in office/clerical or appropriate combination of education and experience is an asset.

  1. Skills & Attributes:

Required

  • Efficient multitasking in order to carry out job duties while responding to frequent telephone and in-person requests

  • Superior customer service and interpersonal skills

  • Exceptional problem solving, communication, and organizational skills

  • Good working knowledge of standard office equipment, multiline telephone systems, and software applications

  • Quick learner

  • Patience and empathy for working with a diverse clientele

Desirable Skills

  • Experience working in health settings and/or specialized populations

Technical Skills

  • Strong proficiency with Microsoft Office, database systems and basic administrative tasks, office equipment and software applications.

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