Front Desk Receptionist / Administrative Assistant

Job Overview

Rediscover Hearing is looking for a friendly, dependable and organized person to help keep our hearing clinic running smoothly.

As the first person our clients see or speak with, you’ll play an important role in making them feel welcome and comfortable. This position combines reception, administrative support, data entry, social media and marketing support, and keeping the office clean and organized.

Reception and client service

• Welcome clients and visitors with warmth and professionalism.
• Answer phone calls, check voicemail and respond to routine emails.
• Schedule, confirm and reschedule appointments.
• Manage appointment reminders, follow up calls and cancellation lists.
• Help clients complete forms and keep their contact information current.
• Coordinate with the clinician to keep appointments running smoothly.
• Respond to general enquiries and direct clinical questions to the clinician.

Administrative support and data entry

• Enter and update client information accurately.
• Maintain organized paper and electronic files.
• Scan documents and prepare routine forms and correspondence.
• Process payments, issue receipts and assist with invoices.
• Assist with paperwork for orders, deliveries and repairs as assigned.
• Receive deliveries, prepare outgoing items and monitor office supplies.
• Protect client privacy and handle confidential information with care.

Social media and marketing

• Help create and schedule social media posts about hearing awareness, clinic services, promotions and community activities.
• Prepare basic graphics and promotional materials using Canva or similar tools.
• Write clear, friendly captions and proofread content.
• Monitor comments and messages during work hours and direct enquiries appropriately.
• Work with management to ensure content is approved before publishing.
• Assist with community outreach and other routine marketing activities.

Office cleanliness and organization

• Keep the reception desk, waiting area and workspaces tidy and welcoming.
• Complete routine light cleaning, including wiping surfaces, dusting, emptying waste bins and maintaining floors as needed.
• Keep the washroom and staff area clean and stocked.
• Organize supplies, printed materials and storage areas.
• Follow clinic cleaning procedures and report maintenance concerns.
• Complete assigned opening and closing tasks.

What we’re looking for

• A friendly, patient manner and strong customer service skills.
• Clear communication, particularly when helping clients with hearing difficulties.
• Strong organization, attention to detail and accurate data entry.
• Confidence using computers, email and basic office software.
• Familiarity with social media and an interest in creating engaging content.
• Reliability, initiative and the ability to manage changing priorities.
• Respect for client privacy and confidentiality.
• Willingness to help with the everyday needs of a small clinic.

Previous reception, administrative or customer service experience would be an asset. Healthcare office experience and familiarity with Canva are also welcome.

Schedule and location

This is an on site position in Antigonish, working 32 hours per week, Monday to Thursday. The clinic is closed on Fridays.

Pay: $18.50-$20.00 per hour

Expected hours: 32.0 per week

Work Location: In person