Intake Coordinator

6 days ago

Vaughan, Canada CBT Psychology for Personal Development Full time

**JOB TITLE**: Intake Coordinator and Administrative Assistant

**Psychology Clinic Intake Coordinator/Administrative Assistant**

**Does this describe you?**
- I am tech-savvy
- I am an excellent communicator (verbal & written)
- I have good work habits : I am organized, I prioritize and manage time effectively
- I enjoy connecting with people and talking over the phone
- I am good at problem-solving & troubleshooting
- I am able to manage confidential information

**Responsibilities**:

- Support our operations so they run smoothly and efficiently
- Support our therapist and clients with their admin needs in a timely manner
- Use various systems to manage practice operations, such as JaneApp, ClickUp, Google Docs, Mailchimp, etc.
- Use spreadsheets to manage data and provide information on how things are going
- Take intake calls, match new clients with the most suitable therapist, and input their information into our system
- Manage the schedule for therapists and clients for assessments and therapy sessions
- Assessment coordination: book assessments, bill and release report
- Keep track of material’s inventory
- Keep records of all clients' payments, process invoices and receipts
- Help with marketing materials and activities, such as editing website content and creating flyers
- Train new intake coordinators/office managers and onboard new clinicians
- Perform clerical duties such as photocopying, scanning, filing documents, and ensuring office maintenance
- Support the day-to-day functioning of the therapists and clinic
- Keep the offices clean and tidy, including watering plants
- Replenish office supplies as required

**Qualifications**
- Minimum three (3) years medical office admin/intake or similar experience.
- Proficient using project management systems and Google Docs
- Excelent level of English communication in verbal and in writing
- High organizational skills
- High work ethic standads

**Benefits of working with us**
- Possibility to grow with our company
- Positive and supportive work environment
- Contribute to the mental health and well-being of our community
- Mix of work with others and by yourself (good balance)
- Easy access from public transportation and free parking
- Modern offices

**What We Offer**
- Part-time in-person position
- Schedule: Tuesday to Friday 3 pm to 7 pm, Saturday 10 am to 2 pm with option to extend hours as required.
- We cultivate a culture where you can express your ambition through various initiatives
- Possibility to grow within our company including leadership positions
- A lively, thriving practice

**Availability** - Shift of 4 to 5 hours a day, total of 20/25 hours per week, flexible.

**Location** - 7626 Yonge Street, Thornhill. L4J 1V9.

Easy public transport access and free parking

**Experience/Skills**
- Minimum 3 years' experience as an intake coordinator and/or client care preferably in a health-related clinic or wellness center.
- Minimum 5 years’ experience in Administration
- Tech-savvy with proficiency in various systems.
- Organized
- Experienced in creating and implementing administrative procedures.
- Proficient in team management and possess outstanding communication skills.
- Passion for mental health and a positive, professional attitude.
- Self-directed and capable of achieving goals independently.
- Familiarity with reports to track team performance.
- Proficient in Google Workspace and comfortable with technology like website content editing on WordPress.
- Resourceful, adaptable, and proactive in resolving issues.

**Additional Skills (preferred)**

Experience with project management systems (ClickUp), communication tools (Slack, Ring Central), appointment scheduling (JaneApp), website content management (WordPress), and marketing platforms (Mailchimp or similar, Facebook, Instagram).

**How to Apply**

To apply, please fill out the Application form:
We encourage you to visit our website to learn more about who we are, our mission and start envisioning what working with the CBT team would be like.

We look forward to getting to know you

**Job Type**: Part-time

Pay: $22.00-$25.00 per hour

Expected hours: 20 - 25 per week

**Education**:

- Secondary School (preferred)

**Experience**:

- Front desk: 3 years (preferred)
- Administrative experience: 3 years (required)

**Language**:

- Mandarin (preferred)

**Location**:

- Vaughan, ON L4J 1V9 (preferred)

Work Location: In person

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