Josephine Mendoza

Experienced and highly organized Clinical Administrative Assistant with a strong background supporting the Primary Care Team. Skilled in delivering comprehensive administrative and clerical support in fast-paced clinical environments, with a focus on service excellence, operational efficiency, and seamless coordination. Demonstrated ability to manage complex scheduling needs, support multidisciplinary care providers, and maintain accurate documentation systems to enhance patient care delivery.

Known for exercising sound judgment, maintaining strict confidentiality, and proactively identifying solutions to streamline workflows and support evolving team needs.

Team Assistant - Ministry of Children and Family Development - Prince George, BC

(2025-02)

• Acting as a key administrative support for Social Workers, including assisting with the preparation and handling of court documents.
• Serving as the first point of contact at the front desk; carrying out reception duties and responding to public and internal inquiries professionally and efficiently.
• Processing cheque, online and cash payments in accordance with ministry financial protocols.
• Performing regular record-keeping functions, including data entry, updating case files, and maintaining accurate documentation.
• Organizing, filing, and archiving both physical and electronic documents to ensure quick and efficient retrieval of information.
• Operating and maintaining various office equipment and electronic systems to support daily operations.
• Upholding strict confidentiality when handling sensitive client and case information.
• Supporting internal coordination by scheduling meetings, assisting with documentation, and following up on outstanding action items.

Primary Care Assistant - Northern Health - Northern Health Unit Prince George, BC

(2023-10 - 2025-01)

• Acted as the first point of contact for patients, providing reception and administrative support, including registering and scheduling patients and prioritizing workload to support efficient clinic operations.
• Managed the flow of patient information within the care team and with external providers, ensuring timely and confidential communication.
• Communicated with patients and healthcare providers in a respectful and professional manner, maintaining confidentiality in all interactions.
• Processed financial transactions, including accounts receivable and third-party payments, in accordance with Northern Health financial procedures.
• Ensured accurate and efficient data entry into the Electronic Medical Record (EMR), maintaining up-to-date and accessible patient information in both electronic and paper formats.
• Handled health record management tasks including record retention, secure storage, and responding to information disclosure requests in alignment with Northern Health policies.
• Maintained inventory levels of clinical and office supplies, vaccines, medications, and equipment in accordance with regional policies, and coordinated the ordering and restocking processes as needed.
• Provided direct support to physicians and clinicians by preparing patients and clinical environments for consultations and examinations, conducting routine clinical measurements, and facilitating referrals and access to additional resources.
• Operated and maintained office equipment including computers, printers, faxes, and labelers; reported technical issues and provided basic instruction and orientation to staff on equipment and software.
• Supported IT coordination by connecting peripheral devices and liaising with IT services for issue resolution.
• Performed other administrative and clinical support duties as assigned to ensure the smooth operation of the unit.

Food Service Worker - Northern Health - UHNBC Prince George, BC

(2023-05)

• Transporting, delivering, and collecting patient meal trays in a timely and efficient manner, ensuring safe food handling practices are followed at all times.
• Portioning and plating food items, beverages, and therapeutic nourishments for patients and residents by referencing tray tickets and CBORD system labels in alignment with Northern Health Core Menu standards.
• Labeling and organizing patient meals accurately to support individualized dietary needs and minimize errors.
• Cleaning and sanitizing dishes, utensils, kitchenware, and food service equipment in accordance with food safety and infection control protocols.
• Assisting in the maintenance of a clean and organized kitchen environment by sorting, clearing, and restocking supplies.

Senior Administrative Assistant - JA Resorts & Hotels - Dubai, UAE

(2017-09 - 2022-07)

Provided proactive administrative and organizational support to the Sales and Marketing Department, anticipating challenges and responding quickly to changing priorities in a fast-paced environment.

• Managed complex and frequently changing calendars for departmental leadership, including scheduling internal and external meetings, coordinating logistics, and booking meeting rooms and Microsoft Teams sessions with audio/visual setup.
• Handled incoming telephone calls and email inquiries, directing communications to appropriate team members and ensuring timely follow-up.
• Coordinated domestic and international travel arrangements, including flights, hotels, ground transportation, and preparation of travel documents such as visa applications.
• Organized and communicated site inspections and familiarization (FAM) trips for clients and partners, coordinating logistics with the hotel team.
• Prepared and maintained the department's communication, promotion, and availability calendar to ensure alignment across marketing campaigns and sales activities.
• Tracked and submitted monthly attendance reports and processed expense claims for the department.
• Ordered office supplies and managed inventory of promotional materials and giveaways to support team needs and external engagements.
• Developed and maintained electronic filing systems for documentation, reports, and internal communications to ensure efficient document retrieval and recordkeeping.
• Created and maintained pivot tables, reports, and PowerPoint presentations for internal and external use.
• Contributed to the development, implementation, and continuous improvement of office policies and administrative procedures.
• Raised purchase orders and coordinated invoice submission with appropriate backup documentation for finance processing.

Sales Coordinator Middle East Africa - Millennium & Copthorne Middle East Holdings Limited - Dubai, UAE

(2016-04 - 2017-02)

• Maintain a personal up-to-date knowledge on all Millennium product and service offerings, and the products, services, rates and new developments of key competitors, and awareness of general industry trends.
• Practice effective cost control and adhere to internal procedures for approval of expenditure.
• Actively participate in client familiarization trips, site inspections, press trips, photoshoots as required to meet the sales targets of the hotel.
• Liaise effectively with all operational colleagues, providing support and information to ensure accurate delivery of internal clients and media. This includes Front Office, Reservations, and Events colleagues.
• Ensure that all paperwork associated with the work of the department is processed quickly and efficiently, including letters, emails, contracts, and reports.
• Assist in establishing and maintaining client databases and using those databases in promotions and marketing campaigns.
• Provide all assistance to guests and clients in a proactive, professional, and friendly manner.
• Support the sales and marketing team
• Communicate campaign objectives, timelines, and deliverables to sales team, and provide instructions for usage and promotion.
• Plan meetings, events, conferences, and trade shows by identifying requirements, establishing contacts, developing schedules and assignments, and coordinating mailing lists.
• Maintain inventory of sales support materials, ensuring all are current and accurate, and coordinate the creation of new materials when necessary.

Executive Secretary - Rose Rayhaan by Rotana - Dubai, UAE

(2013-06 - 2016-04)

• Ensuring all outgoing correspondence is typed, proofread, and dispatched to the highest possible standard
• Reviewing all incoming mail and prioritize it before for forwarding to the General Manager
• Acting on routine standardized correspondence and inform the General Manager accordingly e.g. request for membership, accommodation, brochures
• Coordinating and following up with internal departments on behalf of the General Manager
• Composing letters on behalf of the General Manager
• Ensuring all correspondence is filed in a methodical systematic basis
• Attending meetings, record and distribute the minutes and follows up on action items
• Handling all telephone calls and appointments for the General Manager, screening, and prioritizing calls as necessary
• Maintaining a database of contacts, which may be required by the General Manager
• Organizing travel and external business trips on behalf of the General Manager
• Operating in a safe environmentally friendly way to protect guests' and employees' health and safety, as well as protect and converse the environment
• Complying with the hotel environmental, health and safety policies and procedures

Executive Secretary - The Cove Rotana Resort - RAK, UAE

(2010-08 - 2013-06)

• Ensuring all outgoing correspondence is typed, proofread, and dispatched to the highest possible standard
• Reviewing all incoming mail and prioritize it before for forwarding to the General Manager
• Acting on routine standardized correspondence and inform the General Manager accordingly e.g. request for membership, accommodation, brochures
• Coordinating and following up with internal departments on behalf of the General Manager
• Composing letters on behalf of the General Manager
• Ensuring all correspondence is filed in a methodical systematic basis
• Attending meetings, record and distribute the minutes and follows up on action items
• Handling all telephone calls and appointments for the General Manager, screening, and prioritizing calls as necessary
• Maintaining a database of contacts, which may be required by the General Manager
• Organizing travel and external business trips on behalf of the General Manager
• Operating in a safe environmentally friendly way to protect guests' and employees' health and safety, as well as protect and converse the environment
• Complying with the hotel environmental, health and safety policies and procedures

Certificate - Medical Terminology - Red Cross BC (2025-09)

Certificate - Business Management - College of New Caledonia (2024-04)

Certificate - Caregiver Level 4 – Completion and Assessment - Filbrit Training Centre (2021-07)

Bachelor of Science - Accountancy - Guagua National Colleges (1999-03)