Back in Motion Rehab Administrative Assistant - FT Temporary, Richmond in Richmond, British Columbia
POSITION TITLE: Administrative Assistant
REPORTS TO: Administrative Manager
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
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.
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.
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
- Minimum Qualifications:
- One (1) or more years of administrative support preferred
High School Diploma or equivalent required.
Post-secondary education in office/clerical or appropriate combination of education and experience is an asset.
- Skills & Attributes:
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
Patience and empathy for working with a diverse clientele
- Experience working in health settings and/or specialized populations
- Strong proficiency with Microsoft Office, database systems and basic administrative tasks, office equipment and software applications.
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