POSITION TITLE:        Administrative Assistant

REPORTS TO:             Centralized Administration Manager

LOCATION:                  Surrey, (206 – 5500 152nd Street, Surrey, BC, V3S 5J9)

HOURS :                      Five hours per day, five days a week

HOURLY RATE:          Starts at $19/hour

You will be responsible for working with the administrative team to ensure efficient and effective operations of all administrative functions within Rehabilitation programs and/or Psychological Services.

You will provide administration support in a team environment and ensure 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 Programs (ie. OR2, OR1 and ASTD) and other services' 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.

QUALIFICATIONS

1. Minimum Qualifications:

• Two (2) 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.

2. 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.

Apply online or submit your resume to careers@backinmotion.com. Thank you.

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