Edmonton Psychology Clinic Hiring Administrative Assistant

JOB POSTING: Little Oaks Psychology, a clinic located in Edmonton, Alberta, is hiring an administrative assistant fo rits south Edmonton location. 

Position Hourly Wage Range: $18-21/hour

Hours are based on clinic needs and staffing coverage; may include up to 1-3 evenings per week, some  Saturdays.

About Little Oaks: Please check our website for more information about our clinic to determine whether you would be a fit with our community and culture of our workplace

https://www.littleoakspsychology.com/who-we-are.

You’ll find yourself surrounded by mentors from all walks of life, each with a unique set of skills and experience that brought them here. We are a medium sized busy clinic in South Edmonton.

Little Oaks Psychology is a developmental and learning clinic where clients and clinicians are enabled to reach their full potential. We aim to help clients grow self-understanding and empower them to better navigate their life’s journey through evidence-based practice and assessment. Little Oaks Psychology aims at all times to maintain the utmost quality of service for our clients and strives to place itself at the forefront of psychological services in the industry.

We are a people first company that strives to create the best experience for our employees by creating an inclusive, collaborative, challenging environment to learn and problem solve on a daily basis.

We are currently looking for highly motivated and committed Administrative Assistants to join Little Oaks Psychology’s South Edmonton office. We are committed to excellent client care in the Edmonton and surrounding area. We are a busy practice, with 11 clinicians and amazing staff, and are seeking a candidate dedicated to serving our clients with the highest standard of care.

About the role:

Reporting to the Administrative Supervisor, the primary goal of the Administrative Assistant is to contribute to our front desk operations, client intake and bookings, and minimal billing. Your top-notch Customer Service, experience and dedication will play a key role in Little Oaks Psychology’s continued growth and support for our community. Your natural ability to thrive in a fast-paced changing environment, providing clear and concise communication both written and verbal will be instrumental in our clients experience.

Learn more about this employer: www.littleoaks.ca

MINIMUM QUALIFICATIONS

• Significant medical office administration experience including reception and billing ● Computer aptitude (EMR, G-Suites, email, internet) and ability to monitor and coordinate several programs at one time
• College or diploma in office administration or equivalent – Administrative Assistant or Medical Office Assistant (MOA) training and/or experience strongly preferred
• Excellent oral and written English communication skills
• Ability to work independently, exhibit good judgment with meticulous attention to detail ● Willingness to learn new technology
• Willingness to work with clients, build strong rapport, and support their needs from an administrative support perspective

RESPONSIBILITIES

• Greet and schedule patients in person
• Support clients & team of mental health professionals
• Perform clerical duties, such as filing and organization for clinic materials; Send and securely file correspondence, such as reports, letters, forms and requisitions
• Answer telephone and relay telephone calls and messages; Have multi-line telephone proficiency to schedule and reschedule clients in our office; Greet clients and rebook/schedule follow-up appointments
• Basic understanding of the intake process and ability to support intake related inquiries from potential clients; Answer questions and triage patient problems, routing patients to appropriate staff member or clinician as needed
• Coordinate scheduling between clients and clinicians
• Book new clients and follow-up appointments with and without testing in a timely and efficient manner in accordance to CAP guidelines
• Collect and provide information to Accounts Receivable for client billing; communicate clearly with team members and keep detailed confidential notes.
• Respond to online inquiries from clients via social media and email
• Ensure patient demographics, family physician and referral physicians are accurate and up to date ● Keep track of lead times for booking new referrals and call-backs to ensure that they are dealt with in a timely manner
• Maintain a friendly and professional appearance and conduct
• Complete tasks efficiently and with a sense of urgency and accuracy
• Work with other team members to better understand and improve upon current processes and efficiencies within the admin team

Personal Characteristics for the Role:

• Warm, welcoming, informed individual
• Personable and organized
• Work ethic – possesses a strong willingness to work hard to get the job done. Has a track record of working hard
• Comfort with using online processing software
• Excellent communication skills, both verbally & in writing
• Capable of dealing with sensitive information. Client care and support are of top priority ● Attention to detail. Does not let important details slip through the cracks or derail a project ● Teamwork – reaches out to peers and cooperates with supervisors to establish an overall collaborative working relationship
• Requires general knowledge and understanding of the operations within the Little Oaks clinic, and thorough knowledge of the services offered, and clientele.
• Engage with the team, high level of communication and organizational support between admin/intake, billing/finance, clinicians, and management

Qualifications & Skills:

• 1 year of working experience with a clinic management system or equivalent education ● 1 year of working experience with a medical or psychology clinic or equivalent education ● 1-3 years of customer service experience or equivalent education
• Motivated with a dedicated work ethic and a positive outlook
• Comfortable multi-tasking in a fast-paced work environment
• Results driven, strong initiative to achieve individual and team goals
• Ability to adapt to and embrace change and technology solutions
• High customer service standards (Prompt, responsible, reliable, courteous, friendly) ● Prior Industry experience or education/training is considered an asset

Application Requirements

• Resume – including 2 references
• Cover Letter (What interests you about this position and what makes you the right fit for this role at Little Oaks)
• FYI: Require a recently cleared Criminal Record Check (CRC) with Vulnerable Sector Check

Please note that all applicants must be legally eligible to work in Canada and be available for the Edmonton Location in-person. We thank all candidates for their interest. However, only those selected for an interview will be contacted. 

To apply, send resume and cover letter to [email protected]