Administrative & Boutique Operations Specialist

Part-Time | 20.5 -25.5 hours per week | $17.95-19.25 per hour

Schedule The schedule for this position is fixed:

- Monday: 8:00 a.m. – 2:00 p.m.
- Tuesday: 8:00 a.m. – 2:00 p.m.
- Friday: 8:00 a.m. – 4:30 p.m.
- Every second Saturday: 9:00 a.m. – 2:00 p.m.

About us Webster Street Hearing Boutique is a locally owned and operated hearing clinic located in the beautiful Annapolis Valley. As a female-owned business, we are proud to provide personalized, patient-centered hearing healthcare in a calm and welcoming boutique environment.

We offer comprehensive audiology services, including hearing assessments, hearing aid evaluations, tinnitus treatment, earwax management, assistive listening devices (ALDs), and custom hearing protection. Our patients value the tailored care and soothing atmosphere that set us apart from traditional hearing clinic models.

About the Position The successful candidate will play an important role in keeping our front desk and daily clinic operations running smoothly. Core responsibilities include greeting and checking in patients, answering phones and inquiries, scheduling appointments, processing payments, completing administrative follow-up, and supporting our audiologists.

In addition to these primary administrative duties, this position includes basic financial administration and bookkeeping support, such as tracking invoices, organizing receipts and expenses, coordinating accounts payable information, and maintaining accurate records for our external bookkeeper.

Responsibilities include, but are not limited to:

- Greeting and checking in patients promptly and warmly
- Managing the reception area and ensuring the front desk remains organized
- Answering telephone calls, emails and online inquiries
- Scheduling,



confirming and coordinating patient appointments
- Processing payments
- Coordinating with third-party payers and insurance providers
- Assisting patients with compensation programs such as Veterans Affairs Canada and Workers’ Compensation
- Completing patient satisfaction calls, follow-up calls and other routine administrative follow-up
- Maintaining accurate patient and administrative records
- Preparing paperwork and providing day-to-day administrative support to the audiology team
- Assisting patients with hearing screening tests and minor hearing device care or repairs, once trained by our audiologists
- Maintaining records of invoices received, paid and outstanding
- Organizing and maintaining financial records for our external bookkeeper
- Identifying missing documentation or discrepancies and following up as required

Education & Experience

Preferred qualifications include

- Office Administration certificate, Business Administration diploma, or comparable education/experience
- Previous reception, administrative or office experience
- Customer service experience
- Experience processing invoices, accounts payable, bookkeeping support or financial administration considered a strong asset
- Experience in healthcare, professional services, retail or a small-business environment considered an asset

Webster Street Hearing Boutique values long-term growth and development. As the business continues to grow, there may be opportunities for expanded responsibilities, professional development and compensation growth. Pay: $17.95-$19.25 per hour

Expected hours: 20.5 – 25.5 per week

Benefits

- Dental care
- Extended health care
- In office parking

Experience:
- Administrative: 3 years (preferred)
- Customer service: 5 years (preferred)

Work Location: In person

📌 Administrative & Boutique Operations Specialist (Kentville)
🏢 Webster Street Hearing Boutique
📍 Kentville