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Scheduling Assistant -100% Remote (Canada)
Adult Autism Centre
compensation:
Negotiable based on experience
employment type:
full-time
experience level:
mid level
job title:
Scheduling Assistant
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The Adult Autism Centre and AuDHD Centre are seeking an organised, dependable Administrative Assistant to respond to appointment requests and arrange bookings. Your focus will be helping people receive a timely response, understand their booking details and attend the right appointment.
This is a non-clinical administrative position. Medical knowledge, an MOA certificate and a clinical qualification are not required; training will be provided on our booking procedures, approved communications and systems.
Your main responsibility will be scheduling Complimentary Autism Assessment Discussions (CAADs) and Complimentary AuDHD Assessment Discussions (CAuADs), which introduce adults to the assessment process.
You will arrange these appointments, not conduct the discussions or assess patients.
What you will do:
•Monitor requests: Check the designated inboxes and incoming appointment requests during scheduled working hours. Keep track of each request so that no one is overlooked.
•Respond promptly: Send clear, courteous replies using approved templates, personalised to the person's administrative question.
•Arrange appointments: Offer available times, confirm the appropriate appointment type and check the person's time zone before finalising a booking.
•Keep calendars accurate: Distinguish offered appointments from confirmed bookings, avoid scheduling conflicts and update cancellations or changes promptly.
•Send appointment information: Provide confirmations, reminders, approved preparation instructions and the correct video or telephone connection details.
•Follow up: Contact people who have not confirmed an offered appointment or who need help rescheduling, following the centre's procedures and respecting their communication preferences.
•Maintain simple records: Record whether each request is awaiting a reply, offered, confirmed, cancelled, missed or completed, based on verified information.
•Coordinate with the team: Work with the staff conducting the discussions to keep availability accurate. Flag booking backlogs or a shortage of available appointments promptly.
•Route questions appropriately: Answer routine administrative questions using approved information and direct clinical or complex assessment questions to the appropriate team member.
•Protect confidentiality: Use approved systems, check recipient details carefully and handle personal information according to the centres' privacy procedures.
What we are looking for
•Organisation and accuracy: You can manage several requests, maintain clear records and check details before sending a message or confirming an appointment.
•Clear communication: You write professional, easy-to-understand emails and communicate courteously by telephone when needed.
•Reliable follow-through: You notice outstanding tasks, take responsibility for completing them and ask for help before a problem becomes a delay.
•Digital confidence: You are comfortable using email, shared calendars, basic spreadsheets and online meeting tools, and learning new booking systems.
•Respectful patient service: You are patient, considerate and comfortable communicating with people who may have different communication needs or feel anxious about seeking an assessment.
•Relevant experience: Experience in administration, appointment scheduling, reception or customer service is an asset. Healthcare experience is not required.
•Consistent availability: You can work the agreed schedule and provide dependable coverage during your assigned hours.
What success looks like
Success means that incoming requests receive a prompt response during our service hours, appointment details are accurate and outstanding requests are followed through. It also means that patients know what happens next and the team can readily see which appointments are offered, confirmed or still awaiting action.
How to apply
Please send by email adultautismcentre@gmail.com:
1. CV/Resume
2. Short note describing your experience with email enquiries, scheduling or customer service. Include an example of how you keep track of multiple requests.
3. Include your availability and hourly wage expectation.
We welcome applicants from diverse backgrounds, including neurodivergent applicants.
Please let us know if you need an accommodation during the recruitment process.
- Principals only. Recruiters, please don't contact this job poster.