Receptionist/administrator

2 weeks ago

Ottawa, Canada TMS Life Full time

**JOB TITLE : Admin Assistant/Receptionist, Community Mental Health Clinic (TMS Life)**

**Location**: Suite 300, 250 City Centre, Ottawa, ON

**Job Type**: Full-time, in-person (no remote work available)

**Hours**: Monday - Friday, 8:00am to 4:00pm

**About us**:
Welcome to TMS Life - where we're not just changing lives, we're transforming them. We are a private mental health clinic that specializes in providing cutting edge diagnostic tools and treatments including: quantitative electroencephalogram (qEEG) and repetitive Transcranial Magnetic Stimulation (rTMS).

rTMS and other evidence based and helpful treatments are not currently accessible or covered in our public health system. Therefore, TMS Life was founded in 2023 to fill this gap and provide more options for people struggling with mental health concerns. We see ourselves as a community clinic to support clients first and as a business second. We are pioneering the way forward in mental health care with cutting-edge diagnostic tools and treatments.

But here's the thing: we're not just looking for someone to fill a role. We're searching for a compassionate and supportive person, someone with genuine passion and an interest in mental health. Someone who is open to learning new skills with our guidance and support, and also able to provide the warmth and empathy that our patients need to feel truly supported on their journey to wellness.

If you're the kind of person who lights up at the thought of making a real, tangible difference in the lives of those struggling with depression, OCD, PTSD, and more, then you might just be the perfect fit for our team.

We are looking for a friendly and organized Administrative Assistant/Receptionist to be the welcoming face of our clinic. If you have a passion for helping others and thrive in a dynamic, patient-focused environment, we’d love to hear from you. This role combines essential administrative tasks with front desk duties to ensure our clinic runs smoothly and our patients feel valued and cared for.

If you're passionate about making a real difference in the lives of those struggling with mental health issues, if you're ready to roll up your sleeves and be a part of something truly transformative, then we want to hear from you. Join us and be a driving force in the future of mental health care.

**Responsibilities**:

- Greet clients and visitors warmly and professionally
- Manage the front desk, answering and directing phone calls
- Schedule and confirm appointments using the EMR
- Provide information to clients regarding TMS and other services
- Assist with patient intake processes, including collecting and verifying necessary information.
- Maintaining accurate patient records and ensuring confidentiality in compliance with HIPAA regulations
- Process payments and recording transactions to ensure proper billing procedures
- Assist with inventory management and ordering supplies/equipment
- Work closely with clinic staff to ensure seamless patient and clinic operations
- Processes incoming mail and faxes, uploading and directing documents via EMR as needed
- Other duties as required.

**Skills and Qualifications**:

- High school diploma or equivalent
- Excellent interpersonal and communication skills - enjoy working within a flexible team environment.
- Bilingual (En/Fr) (an asset but not required)
- Proven experience as an administrative assistant, receptionist, or in a similar role
- Excellent organizational and multitasking abilities
- Strong critical thinking and problem-solving abilities
- Proficiency using computer software.
- Reliable
- Ability to maintain confidentiality, appropriate boundaries and adhere to ethical guidelines
- First Aid and CPR/AED Certification (Must be obtained prior to starting work)

**Benefits**:

- $45,000 - $60, 000 annual base salary less statutory withholdings and deductions
- Benefits package
- Free parking
- Opportunity for professional growth and advancement

**Additional Information**:

- All applicants must provide a recent resume and references that clearly indicate that they meet the required qualifications.
- All new hires will be required to obtain a clear and valid Criminal Record or Vulnerable Sector Records Check as a pre-condition of employment.
- Training will be provided on-site

To apply, please submit your resume and a cover letter detailing your relevant experience and why you are interested in this position.

TMS Life is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Upon request, accommodations due to a disability are available throughout the recruitment process.

**Job Types**: Full-time, Permanent

Pay: $45,000.00-$60,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- On-site parking
- Paid time off
- Vision care

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

**Education**:

- Secondary School (preferred)

**Experience**:

- Admin

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