FDL Consulting
  • 07-Apr-2021 to Until Filled (PST)
  • Toronto, ON, CAN
  • Full Time

CLINIC ADMINISTRATIVE ASSISTANT

Reports to: Practice Directors
Admin Hours: Monday - Friday, 8am - 6pm
Work Schedule: FT = 40 hrs/wk PT = TBD
Start Date: As soon as possible
Number of positions available 2 (1 FTE & 1 PTE)

Who Are We?

Our client is a multicultural Midwifery clinic in Toronto, specializing in client care during the prenatal, intrapartum (labour & birth) and post-partum period. Our mission is to keep inclusiveness as our number one priority, ensuring expecting parents are active decision makers while in care. The incumbent will fulfill all administrative support to ensure the office runs smoothly.

We are Seeking:

Seeking Clinic Administrative Assistants with demonstrated prioritization skills, high energy and enthusiasm, an outstanding level of client service, exceptional organizational skills and thrive in fast-paced environments.

KEY RESPONSIBILITIES

CLIENT RELATIONS

  • Welcome and greet clients throughout their visit in a supportive and professional manner
  • Manage multi-line telephone system; answer calls, retrieve messages and redirect if necessary
  • Follow-up with clients regarding referral or missed appointments
  • Ensure a clean, safe and comfortable environment by maintaining the reception area, examination rooms, waiting room, washrooms etc.
  • Develop constructive and cooperative working relationships with others, and maintaining them over time
  • Administer Exit Quality Surveys to clients

OFFICE & DATA ADMINISTRATION

  • Opening and closing keyholder duties
  • Manage calendar by scheduling, coordinating appointment bookings and tests
  • Pull client charts for each clinic day and organize according to appointment time
  • Prepare list of appointments for each midwife's clinic day
  • Perform clerical duties, such as filing and sorting and distributing mail and faxes
  • Ensure that client charts, records and data are prepared accurately and filed away timely
  • Order office and medical supplies
  • Update forms, pamphlets and office literature
  • Assist clients/midwives with booking ultrasounds, NST, BPP, lab tests and consultations
  • Ensure all lab/ultrasound results are reviewed and signed daily by midwife
  • Update client information in database
  • Make new client charts and binders
  • Print client labels for charts, requisitions and specimen samples
  • Restock clinic rooms with all supplies and handouts
  • Schedule midwife information sessions
  • Update website and social media platforms regularly
  • Other duties and projects as required or assigned

QUALIFICATIONS

  • College diploma (Medical Office Administration program or business college equivalent) an asset
  • Minimum 3 years administrative experience in an office setting
  • Ability to communicate and work effectively with a diverse team
  • Superior time management and multitasking skills
  • Strong communication skills (both written and verbal)
  • Proven ability to prioritize tasks with minimal supervision
  • Meticulous records maintenance skills
  • Superior telephone manners and strong interpersonal skills
  • Ability to maintain composure and poise in a fast-paced environment
  • Strong computer skills: MS Office; Word, Excel, PowerPoint, Outlook, Access, Google Calendar, Adobe Acrobat
  • Professional, responsive, and positive work attitude is essential
  • Familiarity with medical terminology is an asset
  • Strong knowledge of general office procedures
  • High level of sound and independent judgment, reasoning, and discretion
  • Proven ability to respond to changing business priorities
  • Previous experience in handling confidential or sensitive information
  • Able to maintain filing systems and basic databases
  • Comfortable updating social media platforms

WORK CONDITIONS

  • The Clinic Administrative Assistant organizes his/her work to respond to the demands of phone lines and clients coming to the front desk, staff needs and required paperwork.
  • The days are routine, but disruptions are frequent, requiring flexible schedules and the ability to adjust priorities
  • Communicating with Clients, Peers and Midwives regularly
  • Able to occasionally lift items as heavy as 15 lbs
  • Fast paced work environment
  • Manual dexterity required to use desktop computer and peripherals
  • Intermittent physical activity including walking, standing, sitting, lifting and supporting patients

APPLICATION

We thank all applicants for their interest; however only those selected for an interview will be contacted. No phone calls please.

Our client is committed to developing inclusive, barrier-free selection processes and work environments. If contacted in relation to an employment opportunity, please advise our Recruitment Team Member of the accommodation measures, if required, which would enable you to be interviewed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.

FDL Consulting
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