Job Description Administrative Receptionist

One of the Administrative Team members at our recception desk — Our Administrative Reception Team Member

Flourishing physiotherapy clinic in North Vancouver that prides itself on delivery of exceptional client care is looking for an experienced Administrative Receptionist team member to help maintain and improve our high standards of exceptional care. Are you looking for a challenging yet satisfying position in a highly rewarding and meaningful industry and clinic? Then this is the job for you!

Personality Fit

We are looking for a vibrant, energetic, organized individual who is dedicated and detail- oriented. You realize that your job is essential to the smooth operation of the business and to demonstrating exceptional customer service to clients and are willing to do what it takes to get the job done. You practice compassion and empathy when dealing with patients who are injured or in pain. You can work independently to find solutions, but you’re also open to feedback from the manager, business owner, and team to ensure your work aligns with the company’s goals. You thrive in a collaborative and team setting and work hard to help create this team setting. You’re also able to work as a strong member of the clinic’s administrative team to help achieve our mission, support the patients and team over time, and help to maintain a fun and enjoyable workplace for all.

Job Responsibilities Administrative Receptionist

General Duties

· Review, understand and work to improve operational systems, processes and policies in support of the mission and goals of the clinic

· Support the team as needed through email, online booking, phone and in person interactions, as well as regular review of processes with manager to ensure efficiency

· Able to be a strong contributor to organizational planning and business development to improve the longer-term business outcome.

· The ability to look at situations from several points of view to understand the perspective of the client, clinician, staff, or owner, before drawing conclusions or acting quickly

You are a natural problem solver, and highly entrepreneurial. There is no problem you can’t solve and you are always thinking on your feet
When faced with ambiguity or challenge, you remain highly flexible and adaptable.
You effectively balance autonomy and collaboration.
You seek the best (sometimes not the easiest) solutions, with an unwavering commitment to do what is right.
For any tasks that require clarification, you ask for guidance or assistance of the manager or administration.

With guidance of management, you work diligently to improve the effectiveness and efficiency of the service delivery of Body Works Sports Physiotherapy through creative improvements and coordination with the team.

Scheduling and Day to Day Operations of the Clinic, Clinic Policies and Procedures

· Coverage of administration and reception duties to ensure smooth operation of the clinic, including answering the phone, managing appointment needs and scheduling, billing, as well as handling queries throughout the day from patients or staff

· Competency with use of online scheduling and billing software (Jane Software) to support scheduling and billing needs to all patients and staff members

· Implement the proper use of the electronic charting system and uploading of all appropriate information into client charts while maintaining security of personal and medical information and ensuring all complies with the clinic policy

· Helping to oversee and manage clinic inventories, order supplies and equipment to ensure that all necessary items are available

· Assist with the cleaning, tidying and overall maintenance in the clinic to ensure it meets our high standards for cleanliness and sanitation, especially with more stringent protocols around COVID-19 virus and WorksafeBC requirements

· Assist management with overseeing patient engagement and review patient and clinic metrics, helping to ensure protocols for patient follow-up are being adhered to by the team to ensure that patients needs are being met and they reach their goals.

Business Development and Communication

· Assist with clinic marketing and written content using various media including print media and signage, brand recognition, social media, website, and/or blog. Works diligently to compiling and prepare metrics to measure the effectiveness of these marketing initiatives to determine the best outcomes for future planning and refinement of future marketing initiatives.

· Strong English language skills needed for written and verbal communication.

· Assist with community involvement events and presentations, as needed, to support the team in their community charity or volunteer events

Financial

· Administrative Receptionist will Assist with Financial management of the day-to-day operations of the clinic and ensure financial settlement at end of day is accurately completed

· Basic bookkeeping/accounting (QuickBooks) for entering expenses and simple items, as directed by manager

Human Resources

· Once you are up to speed fully, you will assist with Training new staff on scheduling and other software systems and clinic processes and ensuring awareness of clinic policies and procedures, as requested by the manager during the onboarding process for new staff

· Assist with updating our Clinic Manual regularly is present for staff to use to help them if needed to keep things current and accurate

Clinic Culture

· Assist with fostering a clinic culture of care, trust and understanding, including providing excellent and clear communication and fostering team engagement

· Assist with maintaining a Calendar of events and birthday calendars to engage staff and provide a fun and engaging workplace

Minimum Requirements

Minimum of 2-5 years of previous administration or administrative receptionist experience, preferably in a physiotherapy clinic or other health care setting
Experience delivering exceptional customer service in a receptionist capacity
A positive disposition with excellent English communication skills required for both written and verbal responsibilities.
Exceptional interpersonal skills and ability to positive engage with people
Versatility and proficiency with a wide variety of computer applications (MS Office, QuickBooks, WordPress, Jane Clinic Management, Social Media, Video Editing, etc.)

Location

North Vancouver, just minutes from Lonsdale Quay and the Seabus

Hours of Work

Monday – Friday
Flexibility in hours and reduced work week are possible

Start Date

Feb 23 2025 or as soon as able to start

Compensation

Salary negotiable, depending upon experience

If this outline matches your skills, personality and interests then we invite you to reply with a resume, cover letter, availability and compensation expectations. Please send you resume to us at contactus@body-works.ca or by clicking here.

Job Type: Permanent

Pay: $19.50-$23.00 per hour

Expected hours: 25 – 30 per week

Physiotherapists and Administrative Receptionist team members connecting at the clinic — Our Administrative Reception Team members are the first point of contact for patients when they attend our clinic.