Job Overview:
We are growing our recruitment team and are looking for a highly motivated and outgoing individual to join Apex Trials, our clinical research site, as Clinic Administrator & Scheduler who can work for us on a full-time basis at our Guelph, ON location. This position is responsible for the day-to-day operation of the clinical research site’s front desk. The position welcomes and registers participants, completes check-in and check-out procedures, confirms participant information and required documentation, schedules and reschedules study visits, books subsequent visits, processes participant payments, updates site databases and tracking logs, responds to telephone and email inquiries, and supports staff scheduling. The Clinic Administrator provides professional, organized, and participant-focused administrative support while maintaining participant privacy, accurate records, and compliance with site procedures.
This role is ideal for individuals with strong communication and organizational skills and who enjoy connecting with people and coming up working in a team orientated environment.
Primary Responsibilities:
· Coordinates with the Clinic In-Charge, CRCs, Lab Manager, etc. to complete and maintain the staff scheduling for appropriately assigned shifts and any changes that occur to the schedule and communicate all shift assignments/changes in a timely manner.
· Act as the main reception point for the company by welcoming employees, participants, clients, sponsors, contractors, inspectors, interview candidates, and other visitors verifying identity and appointment details and confirming the purpose of the visit ensuring all visitor log ins/outs are completed; contacting the appropriate host; providing directions to meeting rooms, clinic areas, laboratories, offices, or other floors; and ensuring visitors do not enter restricted areas without authorization or an escort.
· Issue, track, and recover approved visitor badges, temporary access cards, keys, parking passes, or other reception-controlled items in accordance with company procedures, and promptly report missing, damaged, or unreturned items.
· Coordinate with corporate reception to transfer calls or forward messages to the appropriate employee or department where required
· For participants: complete participant registration; provide applicable identification badges or wristbands; record arrivals and departures; notify the appropriate study staff; complete all required check-in and check-out logs accurately and promptly; and complete all payments.
· Coordinate with the Clinic In-Charge, CRCs, Lab Manager, etc. and ensure all vendor ordering is completed such as catering services, clinic/lab supplies, etc and updating any orders/requirements accordingly.
· Open and prepare the reception and participant waiting areas at the start of the day; maintain a professional, organized, and appropriately stocked front desk throughout operating hours; coordinate reception coverage during breaks or absences; secure documents and access items; and complete required end-of-day reception and closing checks..
· Assist participants with general document completion and if required, obtaining informed consent, updating appropriate site tracking logs as applicable.
· Receive participant queries by phone or email and ensure they are addressed or escalated/forwarded promptly to the appropriate staff.
· Schedule, confirm, reschedule, and cancel participant appointments in accordance with study visit windows, clinic capacity, participant availability, and instructions from study staff; book subsequent visits before participants leave whenever possible; communicate approved appointment and preparation instructions; document all scheduling changes; and promptly notify the study team of missed visits, late arrivals, conflicts, or exceptions requiring review.
· Establish and maintain effective and professional communication with participants to ensure increased compliance and retention.
- Assisting with recruitment initiatives such as fielding initial participant phone and web screenings and updating recruitment logs and the site database accordingly as needed.
· Provide administrative support for approved participant communications and recruitment activities, including directing inquiries to the appropriate team member(s).
· Assists any vendors, delivery personnel and/or visitors to ensure they are directed to the appropriate personnel
· Assist with the general upkeep of the clinic and major supplies (such as bathroom, kitchen, exam room supply checks) and notify the appropriate staff of orders required.
· Assist with data entry for studies, trial procedures, as needed.
· When applicable, receive, date-stamp, sort, and distribute incoming mail and routine correspondence; prepare approved outgoing mail and courier shipments; maintain applicable mailing and courier records; and promptly route confidential, legal, regulatory, safety-related, or time-sensitive correspondence to the designated recipient without opening it unless authorized
· Document and escalate urgent, safety-related, clinical, privacy, or complaint-related matters promptly.
· Follow established reception procedures for medical emergencies, fire alarms, evacuations, security concerns, disruptive behaviour, suspicious packages, and other incidents; contact emergency services or designated internal responders as instructed; provide available visitor and participant accountability information; and complete required incident documentation.
Core Competencies:
- Excellent written and verbal communication and interpersonal skills
- Demonstrated ability to manage complex appointment and staff schedules, balance participant and operational needs, identify conflicts, and escalate exceptions appropriately.
- Demonstrated attention to detail and multi-tasking capability
- Strong organization and decision-making skills
· Ability to work variable hours (including early mornings, evenings and weekends, when required)
· Capable of working in a fast-paced environment
· Proficient in Microsoft Office Suite programs (such as Excel, Outlook, Word, Powerpoint)
Education and Experience:
· Post-secondary diploma or certificate in medical office administration, healthcare administration, medical administration, or a related field is preferred.
· A minimum of two years of experience in medical reception, patient or participant scheduling, clinic administration, or a comparable healthcare setting is preferred.
- Experience in a clinical research site, specialist clinic, diagnostic clinic, or other regulated healthcare environment is an asset
Job Types: Full-time, Permanent
Pay: $45,000.00-$55,000.00 per year
Benefits:
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Application question(s):
- Must have post secondary in medical administration
Work Location: In person
