POSITION TITLE:

Administrative Assistant

CLINIC/PROGRAM:

Legacies Health Centre

REPORTS TO:

Administrative Manager

LOCATION:

Market Crossing (Burnaby)

STATUS:

Full-time Permanent

HOURS OF WORK:   

Monday – Friday: 7:30am-3:30pm – Opening shift.

HOURLY RATE:

$18.75 + benefits

Under the direction of the Administration Manager, the Administrative Assistant is responsible for assisting clients and staff, photocopying documents, answering client’s questions and inquires, and securely implement the closing procedures of the clinic.

Responsibilities

Client Services & Front Desk Support

• Greet all clients and assist with sign‑in on attendance sheets
• Answer, screen, and transfer telephone calls
• Assist clients in the waiting area and support smooth client flow
• Provide initial client orientation and collect required documentation
• Distribute locks and parking passes to clients as needed
• Respond to client, customer, and staff inquiries in a professional manner

Scheduling, Billing & Financial Administration

• Book client appointments and process payments
• Balance end‑of‑day transactions
• Prepare bank deposits and deliver them to the bank on a weekly basis
• Send daily contractor revenue reports
• Prepare and mail monthly invoices

Clinical & Records Management

• Prepare and maintain clinical records
• Upload medical documents and distribute incoming mail
• Coordinate client files upon discharge
• Close client appointments in CRM/JANE and prepare sign‑in/sign‑out attendance sheets
• Score questionnaires and enter data into the CRM
• Monitor and follow up on ICBC and WCB rejections

Office Administration & Coordination

• Coordinate daily administrative activities
• Set up files and update KPI tracking sheets weekly
• Track clinic inventory and prepare monthly supply orders
• Provide backup support for other administrative staff as needed
• Perform general office administration duties as required

Facility, Health & Safety

• Ensure janitorial standards and overall facility cleanliness
• Assist with general upkeep of the clinic (tidying exam rooms and lobby, laundry, dish scheduling, stocking supplies)
• Coordinate facility maintenance as needed
• Fulfill Health & Safety and Office Coordinator responsibilities, where applicable
• Follow and implement clinic opening and closing procedures

QUALIFICATIONS

• Minimum Qualifications:
• Minimum of one year of administrative support.
• Experience working with a multi-cultural population.
• Meets deadlines.

• Skills & Attributes:

Required

• Professional manner and strong communication skills. 
• Excellent customer service skills
• Ability to work collaboratively with a team as well as independently. 
• Excellent attention to detail.
• Effective time management skills.
• Excellent organizational skills.

Desirable Skills

• Knowledge of Jane Booking system

Technical Skills

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