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Job Details

Job Number:  36805
Administrative Assistant / MOA
Job Posted: Wednesday, 26 July 2017
Closing Date: Saturday, 30 September 2017
(49 days ago)
InspireHealth Supportive Cancer Care
Region: Thompson & Okanagan Type: Part time
Location: Kelowna Salary: (not entered)

InspireHealth, a Canadian leader in supportive cancer care, is seeking a part time Medical Office Assistant to join our Kelowna team.


About InspireHealth

InspireHealth initiatives are designed to create an optimal cancer recovery environment supported by current research. Supportive care actively engages patients to take charge of their health. By providing practical programs, patients are empowered to play an active role in their recovery. While our programs have a cancer focus, the concepts are applicable to the treatment of all chronic diseases and the support of health.

With long-term commitment from the BC Government to support the expansion of our vision, InspireHealth has the financial and staff resources to grow and help shape the future of health care.


Administrative Healing Support Job Description


Major Responsibilities


Communication & Interaction:

  • Greet each person as they come through our doors
  • Create a warm and welcoming environment for everyone present in the space
  • Answer telephone calls, handle new patient inquiries with care and compassion
  • Check email, mail and fax daily, answering all questions and distributing accordingly
  • Communicate with property management for reservations and task requests
  • Receive and process donations
  • Send outgoing physician communication and update other agencies on our activities and programs (mail out brochures and information booklets)
  • Coordinate with patient’s medical teams or doctors
  • Coordinate, train and guide volunteers
  • Be aware of any updates that need to be made to the website and let the communications manager know
  • Ability to multi-task: manage requests from patients, doctors, practitioners and the general public throughout the day


Database Management:

  • Daily use of Electronic Medical Records and E Tapestry
  • Track and complete registration for all new patients
  • Distribute, input and update patient files on an on-going basis
  • Coordinate deceased patients’ charts, update database and circulate sympathy cards


Schedule Management:

  • Book appointments for clinicians with new and established patients
  • Intake of patients and preparation of paperwork
  • Monitor registration as people arrive for classes or programs
  • Support scheduling changes and development
  • Update cancellation list and notify clinicians of long wait times
  • Call patients weekly to confirm visits with clinicians, classes and LIFE Program attendance
  • Assist in booking meetings for practitioners, scheduling flights or accommodations


Program Administration:

  • Administer InspireHealth LIFE Program including:
    • processing payments and updating patient files,
    • providing supporting materials,
    • fielding questions,
    • inputting registrations
    • greeting attendees on day one
    • setup and take down program room, working with volunteers
  • Monitor guests in the living room
  • Maintain petty cash funds, receiving and recording of payments
  • Call for repairs and maintenance on all office machinery, maintain office inventory and place supply orders
  • Reconciliation of invoices with orders and services
  • Tracking of inventory for fiscal year reports
  • Set up new administrative systems, develop forms, procedures, and side projects (if applicable) to improve efficiency


Daily Tasks:

  • Morning opening:
    • Prepare living room and reception space
    • Replenish tea & cup supply
    • Unload dishwasher and tidy kitchen
  • End-of-day closing:
    • Reconcile and close all administrative programs
    • Turn off living room lights and fire place
    • Turn off all computers
    • Tidy up living room
    • Load dishwasher and tidy kitchen
    • Clean kettle for next day
  • Oversee the living room: keep tidy, track bulletin board postings, replenish tea and mug supply
  • Kitchen: load and unload dishwasher each day, tidy up kitchen mugs
  • Manage sales of various items at the front desk and keep strict inventory of all items
  • Track distribution of InspireHealth Guides, Inspired Cooking Cookbook, and umbrellas
  • Organize courier services, prepare packages and call for pick up
  • Tour new guests through InspireHealth


Skills and Qualifications

  • Previous experience in an administrative role, experience as an MOA is ideal
  • Experience with Microsoft Word, Excel and Outlook
  • Experience using Electronic Medical Records and E-Tapestry is an asset
  • Ability to work with a heart and head connection
  • Ability to listen without bias, display empathy
  • Work as a team and part of the bigger whole
  • Remember that we are here to provide hope and support
  • Multi-task with grace and remain detail oriented at all times
  • Take initiative to grow within the role and support the team in a variety of ways
  • Maintain a healthy balance between looking after others and yourself


The Healing Environment

We operate within a cultural agreement of team work, self-responsibility, open communication, integrity, and self-care. We recognize that our personal growth has a direct impact on our ability to successfully realize our goals and provide the highest level of service to our members. We invite staff to meditate together each morning as a team. Creating connection with oneself and one another through meditation contributes to the creation of the ‘healing environment’.

This opportunity is ideal for individuals who:

  • Model health and well-being
  • Are dedicated to their own personal growth, well-being and health at the levels of mind, body and spirit
  • Are self-responsible and accountable
  • Are team-oriented and heart-centered
  • Are passionate about supportive care
  • Thrive in an organizational culture of transparency


How to Apply

You must be eligible to work in Canada at the time of application. Please email your resume along with a cover letter to .


In your cover letter, please share your understanding of a 'healing environment' and why you would like to work for InspireHealth. Please include ‘Kelowna Medical Office Assistant’ in the subject line of your email and include your last name in the file name for both your resume and cover letter.


Submit your application as soon as possible. We review applications as they are received. Thank you for your interest however, only those selected for an interview will be contacted and we will not be accepting telephone calls.

How to Apply:
Please mention you saw this posting on WorkInNonProfits.ca.
Please email your resume along with a cover letter to .

In your cover letter, please share your understanding of a 'healing environment' and why you would like to work for InspireHealth. Please include ‘Kelowna Medical Office Assistant’ in the subject line of your email and include your last name in the file name for both your resume and cover letter.
Contact Details:

www:   www.inspirehealth.ca

 Thanks for looking on WorkInNonProfits.ca and good luck with your job search!

Please Note: WorkInNonProfits.ca is not affiliated with and in no way endorses or vets the organization that posted this job. Any links posted within the job will take you to their external site where the same disclaimer applies.

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