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About the Role

The Administrative Assistant supports operational success by managing referrals, client files, billing, and risk reports, while demonstrating strong communication, problem-solving, time management, and multi-tasking skills.

Responsibilities

• Accept referrals according to guidelines and management direction.
• Process new client service referrals from multiple funders via Health Partner Gateway.
• Make referrals and service requests to appropriate departments, staff, and partner agencies.
• Escalate issues or problems to colleagues or Managers.
• Track accepted, rejected, and waitlisted inputs.
• Create Client Files in the electronic client system and manage associated filing.
• Update client files following standard protocol, including document uploads, holds, visit creation, status changes, case notes, and tracking spreadsheets.
• Discharge clients following standard protocol.
• Ensure accuracy of client files.
• Monitor Health Partner Gateway for 100% compliance with referral acceptance rate.
• Enter all funding according to funder specifications.
• Liaise with external funders to clarify funding and service requirements.
• Upload required reports and documentation to Health Partner Gateway within timelines for 100% compliance.
• Complete visit verification, invoice, rebilling, and billing rejection tasks as per funder requirements.
• Investigate funding errors and liaise with appropriate team members for corrections.
• Participate in quality improvement activities to enhance processes and workflow.
• Participate in special projects as required.
• Lead by example and demonstrate organizational values in all behaviors.
• Provide customer support to internal and external customers.
• Consistently follow through on assigned tasks on time and with high quality.
• Support Client Services operations by updating team documents, contact lists, and schedules.
• Support the generation, distribution, and/or completion of reports such as referral acceptance and rejection sheets, schedule reports, 5-day wait time follow-ups, guaranteed hours, and weekly standard verifications.
• Collaboratively identify daily and weekly priority tasks and participate in task delegation and assignment.
• Support the organization’s vision and departmental goals/objectives by performing high-quality work and identifying improvement opportunities aligned with Circle of Care’s goals.
• Contribute to a team environment that fosters effective working relationships and high performance.
• Speak up and express thoughts and ideas clearly, directly, honestly, and with respect.
• Take initiative to help the team achieve success and volunteer for assignments.
• Take advantage of learning and developmental opportunities to improve skills, competencies, and attitude.
• Support team members and colleagues by providing encouragement, assistance, and celebrating successes.
• Lead by example with a positive attitude, strong work ethic, and willingness to learn and be flexible.
• Actively participate in the Client Services Department, collaborate with, and provide solutions/support to team members to achieve strategic goals.
• Identify and report health and safety incidents and concerns promptly to supervisors and/or funders.
• Document incidents in EasyCare and escalate appropriately per the Client Safety Reporting policy.
• Participate in health and safety processes and procedures.
• Monitor the Risk and Safety Task Console and assign follow-up tasks to relevant team members.
• Participate in maintaining a safe workplace by cultivating a positive safety culture and encouraging best practices for staff and client safety.
• Participate in all health and safety training initiatives regularly.
• Take proactive action against client incidents within scope of practice.
• Be actively involved in improving the reporting system to prevent future reoccurrences.
• Develop a plan to identify, manage, and/or minimize client safety risks or situations.
• Facilitate planning discussions prior to disclosure to enable supportive and effective conversations.
• Promote a culture of safety by encouraging blame-free reporting.
• Investigate adverse events by performing root cause analysis and gathering relevant information.

Requirements

• Excellent interpersonal, organizational, oral and written communication and problem-solving skills.
• Ability to work independently and collaboratively within a team.
• Ability to maintain positive working relationships with others, both internally and externally.
• Excellent time management skills and the ability to prioritize, make timely decisions, and pay attention to detail.
• Flexibility to the changing demands of the job.
• Proficiency in Microsoft Office (Word, Excel and PowerPoint).
• Ability to work in a high-pace environment.
• Ability to use good judgment in assessing difficult situations.
• Ability to perform routine work independently.
• Knowledge of community healthcare is an asset.

Skills

• Communication
• Problem-solving
• Time management
• Multi-tasking
• Microsoft Office (Word, Excel, PowerPoint)

Location

• Head Office
• Hybrid

Work Type

• Full-Time
• Permanent
• Contract (6 Month)

Salary/Compensations

• $37,000 to $44,000 per year

About the Company

• Circle of Care is made up of staff, students, and volunteers who bring energy and purpose, every day.
• Powered by people. Sparked by passion.

Equal Opportunity

• Circle of Care is committed to fostering an inclusive, accessible environment, where all employees, volunteers and clients feel valued, respected and supported.
• We are dedicated to building a workforce that reflects the diversity of the communities in which we live and serve, and creating an environment where every employee has the opportunity to reach their potential.
• Circle of Care seeks applicants who embrace our values of equity, anti-racism, and inclusion.
• We encourage applications from candidates who have been historically disadvantaged and marginalized, including but not limited to those who identify as First Nations, Métis and/or Inuit/Inuk, Black, members of racialized communities, persons with disabilities, women and/or 2SLGBTQ+.
• We are committed to an environment that is barrier free. If you require accommodation, please inform us in advance.
• We welcome you to apply for this role, even if you do not meet every requirement listed.
• Circle of Care may use artificial intelligence (AI) through third-party platforms, to assist in parts of the recruitment and/or selection process.