Safe Space Rehabilitation Centre is seeking a highly capable, organized, and emotionally intelligent Administrative Assistant to support our Assessments Department and provide administrative support to our Bookkeeper.

This role is ideal for someone who thrives in a fast-paced environment, communicates with warmth and professionalism, and can manage multiple moving parts with precision and care. The position involves coordinating assessment-related files, communicating with patients and providers, keeping administrative processes on track, and helping organize records for our bookkeeping function.

Our Assessments Department coordinates services for individuals involved in motor vehicle accident claims across Ontario. We work closely with assessors, patients, legal representatives, insurers, and internal rehabilitation teams. We are looking for someone who can help hold these processes together with efficiency, clarity, and strong administrative judgment.

Responsibilities

- Coordinate the administrative flow of assessment-related files
- Book and manage assessment appointments and related follow-ups
- Communicate with patients, assessors, and other parties about scheduling, documentation, approvals, and next steps
- Follow up on outstanding forms, insurer decisions, and required documentation
- Maintain accurate and up-to-date internal trackers, systems, and file records
- Support communication between assessors, administrative staff, legal offices, insurers, and internal teams
- Assist with preparing and organizing assessment-related documents and reports
- Monitor file progress and flag delays or missing steps to the appropriate team members
- Organize invoices, receipts, and supporting documents for the Bookkeeper
- Assist with data entry and maintaining orderly financial records
- Help identify missing or incomplete bookkeeping documentation for review




- Ensure all communication and record handling meet high standards of professionalism and confidentiality

Qualifications

- Minimum 1 year of administrative experience
- Experience in healthcare, rehabilitation, assessment, legal-medical, or insurance-related administration is an asset
- Experience with Universal Scheduling Software is an asset
- Bookkeeping, invoicing, or financial-administration experience is an asset
- Excellent communication and interpersonal skills
- Strong attention to detail and ability to stay organized in a high-volume environment
- Ability to take initiative and work independently
- Strong sense of responsibility, follow-through, and professionalism
- Proficiency with Microsoft Office and digital administrative systems
- Comfortable handling sensitive and confidential information

Ideal Candidate

We are looking for someone who is more than just organized. The right person for this role is:

- warm and professional
- highly detail-oriented
- dependable and proactive
- confident communicating with patients and providers
- comfortable following up and keeping processes on track
- calm under pressure
- careful and consistent when handling records and financial documents
- committed to high standards of work

Why Join Us

- Meaningful work supporting assessment coordination in a growing rehabilitation organization
- Supportive and collaborative team environment
- Opportunity to play an important role in keeping departmental and administrative processes organized
- A workplace that values structure, compassion, and excellence

To apply, please submit your résumé and a short cover letter through Indeed.

Pay: $19.00-$21.00 per hour

Expected hours: 40.0 per week

Benefits:

- In office parking

Application question(s):

- Do you speak any languages other than English? If yes, please elaborate.

Education:

- Secondary School (required)

Experience:

- Administrative: 1 year (preferred)

Work Location: In person

📌 Administrative Assistant – Medical Assessments and Bookkeeping (Maple)
🏢 Safe Space Rehabilitation Centre
📍 Maple