Overview
Office Administrator/Receptionist Jobs in Spruce Grove at Wellness Clinic
Job Overview:
We are seeking a highly organized and detail-oriented Office Administrator to join our team. As an Office Administrator, you will be responsible for providing administrative support to ensure the entire smooth functioning of our office.
Duties of the Office Administrator
Daily Tasks
Answers and directs incoming calls in a prompt, professional, and courteous manner
Responsible for managing reception voicemail and distributing messages (within 24 hours)
Receives and responds to all incoming emails
Handles all data entry of new patient files and ensures consent and intake forms are completed prior to client appointments
Send new consent forms to clients once per year
Confirms consent and intake forms have been completed prior to therapist appointments and follows up as necessary
Manages, monitors, and takes responsibility for general maintenance of the reception area.
Change garbages when full
Restock coffee/tea area when getting low
Tidy staff kitchen and spot sweep floors at least twice a week
Send a list of office materials or office amenities to the Director for approval to purchase (coffee, tea, cleaning supplies, juice boxes, pens e.t.c.)
Opens mail and sorts/files, put cheques to be deposited in locked cabinet and notifies Director
Checks consents every Friday to ensure that all dual consents have been gained from all necessary parties
Coordination Tasks
Maintain efficiency within the office by developing and implementing the best policies, standards, and procedures for with Director
Coordinate therapists’ schedules; update every 3 months
Update renewal timeline of subcontractors yearly contracts and send to Director
Keep records of employee paperwork (insurance, training certificates, contracts, etc.) in the google drive and update yearly
Organize and keep a record of quarterly staff meetings
Weekly meeting with Director to update task execution
Participate actively in the planning and execution of events
Administrative duties, including oversight of hushmail (i.e. creating new hushmail accounts, helping reset passcodes, etc.)
Send new consent forms to clients once per year
Financial/Accounting
Accounts receivable, all outstanding or missed payments, invoicing, etc.
Paying and managing bills (rent, phone plans, etc.)
Payroll for all subcontractors on the first business day of each month
Keeping updated spreadsheet of FLP finances and sending monthly report
Some financial circumstances such as direct billing the occasional insurance when pre approved
Creating and sending invoices on a contract basis
Implementing and managing direct billing through Telus eClaims
Special program managements: NIHB, PSD, WCB, etc.
Supporting Staff
Texting staff when there is a change to a booking on the same day
Be a Jane Pro, managing Jane questions from therapists/schedules
Handle therapist inquiries as much as possible that are not HR related
Checking therapist reviews and informing the Director when they are not favorable
Onboarding of New Staff
Training on Jane for all new therapists, set up Jane accounts and emails for all new staff
Send new staff members the onboarding paperwork, including the Therapist Handbook, Welcome Handbook, Welcome Letter.
Monitoring and upgrading website
3 social media posts per week on FB and Instagram account (linked)
Skills:
– Strong organizational and time management skills
– Proficient in using office software (e.g., JANE, EXCEL, WORD)
– Excellent verbal and written communication skills
– Ability to handle multiple tasks simultaneously with attention to detail
– Experience with phone systems and other office equipment
– Previous administrative or clerical experience preferred
– Ability to work independently and as part of a team
– Strong problem-solving skills
– Experience in training development and team management is a plus
Join our team as an Office Administrator and contribute to the efficient operation of our office. We offer competitive compensation and benefits packages. Apply now to be considered for this exciting opportunity!
Job Types: Full-time, Part-time
Pay: $24.00 per hour
Expected hours: No more than 25 per week
Benefits:
On-site parking
Schedule:
Monday to Friday
Education:
Secondary School (required)
Language:
English (required)
Work Location: In person
Expected start date: 2024-05-13
Title: Office Administrator/Receptionist
Company: Wellness Clinic
Location: Spruce Grove
