Job Advertisement – Clinic Operations and Administrative Officer
Noc 13100
Company operating name: Tranq Sleep Institute Inc.
Business address:
2F – 590 McKay Avenue
Kelowna, British Columbia
V1Y 5A8
Location of work:
2F – 590 McKay Avenue, Kelowna, British Columbia, V1Y 5A8
Work must be completed on site. There is no remote-work option.
Position title:
Clinic Operations and Administrative Officer
Number of vacancies: 1
Terms of employment:
Permanent, full-time employment
30 hours per week
Overtime may be required depending on operational needs
Language of work: English
Wage:
$38.40 per hour
Overtime will be paid in accordance with the applicable provincial employment standards.
No commissions or performance bonuses are offered.
Benefits:
Extended medical insurance
Dental insurance
Vacation pay in accordance with applicable provincial employment standards
Annual vacation package
Public transportation is available
About the employer:
Tranq Sleep Institute Inc. provides sleep counselling, sleep medicine education, and administrative support for clinical and educational sleep-health services in Kelowna, British Columbia. The business is licensed in Kelowna for sleep counselling and education.
Job duties:
The Clinic Operations and Administrative Officer will support the administrative and operational needs of the clinic and its sleep-health education services. Duties will include:
- Develop, implement, and maintain administrative procedures for clinic operations, patient-flow coordination, referral intake, appointment scheduling, report tracking, and internal documentation.
- Coordinate administrative workflows between physicians, sleep technologists, medical office assistants, patients, laboratories, sleep-study providers, and home-care providers.
- Review and improve administrative systems for referrals, consult notes, clinical correspondence, appointment confirmations, sleep-study reports, PAP reports, patient follow-up documentation, and internal records.
- Organize and maintain confidential clinic records, administrative files, templates, forms, spreadsheets, meeting materials, and internal correspondence.
- Establish work priorities for administrative tasks and ensure deadlines are met for referrals, reports, correspondence, patient documentation, and internal requests.
- Coordinate internal meetings, prepare agendas, record and distribute minutes, and follow up on administrative action items.
- Assist with administrative onboarding, staff documentation, employee contracts, clinical forms, internal templates, and procedural updates.
- Coordinate office supply tracking, clinic forms, administrative resources, and communication tools required for daily clinic operations.
- Monitor administrative procedures and recommend improvements to increase efficiency, accuracy, confidentiality, and service quality.
- Prepare and format documents, reports, correspondence, charts, spreadsheets, presentations, and administrative records for review by management and clinical professionals.
- Support compliance with internal confidentiality procedures for medical and administrative records.
- Respond to internal and external inquiries requiring knowledge of clinic operations, referral procedures, appointment processes, and administrative systems.
- Provide administrative support to the Operations Director, Chief Medical Director, physicians, sleep technologists, and medical office staff as required.
Skills and qualifications required:
- Completion of a post-secondary program in business administration, office administration, healthcare administration, human resources, or a related field.
- At least 1 year of experience in administrative coordination, clinic administration, medical office administration, office operations, human resources administration, or a related administrative role.
- Experience with medical or clinic records, referral coordination, patient scheduling, professional correspondence, office procedures, and confidential records is an asset.
- Strong knowledge of Microsoft Office, including Word, Excel, Outlook, and spreadsheets.
- Ability to prepare correspondence, reports, forms, templates, meeting minutes, and administrative records.
- Strong organizational skills and ability to coordinate multiple administrative workflows.
- Ability to work independently and establish administrative priorities.
- Strong written and oral communication skills in English.
- Attention to detail and ability to handle confidential information professionally.
- Experience with clinic software, electronic medical records, or systems such as Accuro or Meditech is an asset.
- Experience with HR administration, onboarding documents, employee contracts, or staff records is an asset.
How to apply:
Please apply by sending your resume to:
Email: Tatiana@lawpoint.ca
Telephone: 250-869-6181
Mailing address:
Tranq Sleep Institute Inc.
2F – 590 McKay Avenue
Kelowna, British Columbia
V1Y 5A8
