Job Description

Job Title:

Administrative Assistant

Job Type:

Part-Time (22.5 hours per week).

Permanent position (we are looking into a long term candidate as we invest lots of time into training)

Location:

In clinic in Abbotsford

Overview:

We are seeking a highly organized and self-motivated administrative assistant to provide support for our multidisciplinary clinic. The successful candidate will be responsible for answering phone calls and emails to onboard new clients, responding to inquiries from current clients, handling scheduling, and sending invoices at the end of each day to collect payments from clients. They will also be responsible for maintaining the cleanliness and organization of the clinic. Additionally, they will assist with updating social media platforms and engaging in tasks related to business development and growth. This is a full-time position.

This individual must be available from:

- 11 AM to 7 PM on Fridays

- 9 AM to 5 PM on Saturdays and Sundays.

Responsibilities:

Send accounts receivables at the close of each business day. Monitor and follow up on outstanding payments from clients. Respond promptly to email inquiries. Initiate phone calls for unanswered email inquiries. Return all missed calls on the MightyCall platform and keep a record of unanswered calls. Check emails on days off to handle cancellations and update staff schedules using "break" notation. Maintain and coordinate client appointments, ensuring they schedule follow-up sessions with their therapists. Keep a vigilant eye on payment tracking. Efficiently manage funding clients and oversee funding cycles for renewal. Keep the Waitlist updated and promptly offer available spots to clients when therapists become available. Manage and update the SLP A Assistant Supervision Client checklist, and schedule progress meetings as per SLP's calendar, making certain SLP is informed about new clients to cover during each progress meeting. Update policies as needed to maintain compliance and efficiency. Keep inventory of office supplies and notify management when supplies need replenishing. Maintain and update therapy room schedules to ensure efficient use of resources. Ensure toys, waiting room, and workspace are consistently organized and presentable. Maintain visual aids on therapy room walls, door labels, and wall decor to create a welcoming environment. Manage dishwasher duties: unload at the start of the day and load at the end, starting the dishwasher only when it's full. Ensure washroom keys are returned and kept at the reception desk daily. Assist therapists by laminating, cutting, and printing resources as requested. Proactively recruit Speech-Language Pathologists by reaching out to schools. Expand outreach efforts to doctor's offices, daycares, and preschools to promote our services. Contribute to social media updates to enhance clinic visibility and engagement.

Qualifications:

Previous experience in an administrative role is required

Excellent verbal and written communication skills Strong organizational skills with the ability to multitask Ability to work independently and manage time effectively Knowledge of funding processes and invoicing procedures is an asset Familiarity with speech and language therapy is an asset

Compensation:

This position is on a hourly basis at 22.5 hours per week starting at $20 - $22/hour.

We thank all applicants for their interest in this position; however, only those selected for an interview will be contacted.

Job Types: Full-time, Permanent

Pay: $20.00-$22.00 per hour

Benefits:

Dental care Extended health care
Application question(s):

Are you available from 11 AM - 7 PM on Fridays and 9 AM to 5 PM on Saturdays/Sundays? Do you have knowledge of using JaneApp as an administrator?
Work Location: In person