Administrative Assistant for a Mental Health Organization

We are seeking an organized, reliable, and proactive individual to handle the day-to-day operations of a psychology practice. The ideal candidate will have excellent communication skills, with particular emphasis on clarity in written correspondence.

The role requires self-motivation, efficiency in multi-tasking, and the ability to thrive under pressure while consistently meeting deadlines. Key responsibilities include:

• Inbox Management: Monitor and manage incoming communications, responding to client inquiries and resolving issues as needed.
• Client Interaction: Respond to client queries with professionalism, providing assistance and problem-solving solutions.
• Appointment Scheduling: Manage and schedule appointments for clients while ensuring efficient therapist rosters.
• Financial Tasks: Process payments, invoices, and rebate claims in a timely and accurate manner.
• Record Keeping: Maintain and update client records while ensuring confidentiality and accuracy.
• Therapist Coordination: Manage therapist rosters, onboard new therapists, and assist with their offboarding process.
• Report Generation: Create periodic reports based on practice needs and action as per therapist feedback.
• Team Coordination: Facilitate communication within the team, ensuring everyone stays updated on key practice developments.
• Content Management: Upload and schedule weekly blog posts and newsletters (the copywriting team will provide the content).

Job Structure:

• Home-Based Role: This is a remote position that allows you to work from home. You must have a high-speed internet connection and power backup.
• Morning Shift: The role will follow a morning shift, 5 hours, starting at 8 AM or earlier to utilize the most of the business hours.
• Paid Holidays: Except for one holiday, no other public holidays will be provided.
• Benefits: This position comes with generous bonuses and annual increments.
• First Month: The first month of the role will be dedicated to training on the Practice Management Software, learning the company's policies, and documenting Standard Operating Procedures (SOPs) to ensure a smooth transition into the role.
• Probation Period: Following the initial month, you will enter a 2-month probation period during which you will have the opportunity to work independently and demonstrate the skills required for this role.

Requirements:

• Fluency in English: Strong command of grammar, punctuation, and spelling (both verbal and written).
• Email Management: Ability to efficiently manage emails and compose professional, clear, and respectful communications.
• Microsoft Office & Google Apps Proficiency: Experience with Microsoft Word, Excel, PowerPoint, Google Drive, and Google Apps.
• Quick Learner: Ability to quickly adapt to new tools, processes, and systems.
• Adaptability: Ability to adapt to a fast-paced environment, adjusting priorities and workflow as needed.
• Multi-tasking & Efficiency: Strong multi-tasking skills, with the ability to handle multiple tasks simultaneously and efficiently.
• Pressure Handling: Ability to work under pressure while maintaining quality.
• Time Management: Ability to effectively meet deadlines and manage time across competing priorities.
• Constructive Feedback: Open to receiving and implementing constructive feedback to improve performance and processes.
• Growth Mindset: Willingness to take on more responsibilities and grow professionally within the role.
• Dependability: Honesty, trustworthiness, and a strong sense of responsibility.
• Attention to Detail: High attention to detail and the ability to work with accuracy.
• Independent Work Style: Ability to work independently with minimal supervision while managing tasks and priorities effectively.

Desired Skills:

Familiarity with:

• Squarespace or other drag-and-drop website builders.
• Mailchimp or other email marketing platforms.