Receptionist/administrative Assistant in Psychology

5 days ago

Kirkland, Canada Healing Tree Psychology and Wellness Centre Full time

Our practice is expanding very rapidly and we are looking for someone who wishes to grow with us. The Healing Tree Psychology and Wellness Centre’s vision is to become the West Island’s premier holistic psychology clinic providing a whole-person approach to healing and recovery from a variety of emotional and psychological disorders. We strive to become the go-to clinic for allied health professionals wanting to refer their patients and clients who require in-depth treatment approaches. Our reputation is based on excellence, integrity, and high treatment standards in the local community, and eventually in the greater Montreal area. We want to hear from those who can represent our vision and want to be part of this exciting team.

As a **client care and office coordinator**,you will contribute to a psychology practice by providing dedicated administrative support of a confidential nature to the clinic’s clients and its team. **Hours are part-time and somewhat flexible **within normal business hours but the requirement is to work 20 hours per week at $20 per hour. This is **a remote position for now** where you can work from home or any other private workspace, and eventually transitioning to working in-house. We are interested in working with someone who has an interest in establishing a long-term association with our practice.
- Please note this is an independent contractor position and there are therefore no benefits (no sick days, paid time off, healthcare insurance, etc.).

**Summary of Key Responsibilities**
- Serve as the first point of contact for clients and other professionals
- Conduct short intake interviews with potential clients, assigning them to members of the centre or providing referrals to external resources
- Oversee scheduling of initial appointments as well as its associated paperwork, and manage cancellations and rescheduling
- Manage a database of new client referrals and waitlist
- Provide support to clinic’s clients and its staff
- Proactively manage multiple schedules with attention to accuracy and detail
- Light bookkeeping duties, including sending invoices and processing payments
- Contribute suggestions for improved efficiency of policies, procedures and office operations
- Development and management of clinic documentation (client handouts, brochures, signs)
- Process improvement: research, develop and implement new or improved processes, and document them in SOPs
- Organizing events (holiday party, open house, etc.)
- Participate in quarterly meeting with directors

As this role expands and in-person services commence, additional duties may include:

- Greeting clients and helping orient clients when arriving at the clinic, tidying up the reception area, ensuring everything is well stocked and receiving, sorting, and distributing daily mail/deliveries.
- Social media management
- Manage newsletter and blogging
- Bookkeeping and accounting
- Support in marketing and recruitment tasks
- Other administrative and operational duties as assigned by directors

**Required Skills**:

- Excellent client care skills by way of being a welcoming, nurturing, non-judgemental and respectful presence for incoming and ongoing clients, who are struggling with very personal and sensitive situations
- Critical thinking and judgement to manage client requests and the level of priority of their needs
- Assertive and decisive while being kind and compassionate to the needs of others. At all times it is critical you respect our clients’ privacy and confidentiality.
- Strong interpersonal skills
- Excellent computer literacy skills/technological savviness
- Meticulous attention to detail
- Effective and efficient multitasking
- Excellent communication, organizational and time management skills
- Be proactive in asking questions and guidance when needed
- An ability to assertively and effectively set and maintain interpersonal and professional boundaries
- A psychology background/interest and understanding of mental health issues
- Customer care experience (reception work, answering calls, customer service/retail) would be an asset
- A further asset would be experience in basic interviewing skills, e.g., a student conducting research that involves interviewing participants on clinical or non-clinical matters
- Must possess a strong work ethic, showing good initiative, independence, and an ability to work effectively as part of a team
- Must be bilingual
- Must have access to a laptop/computer and a smart phone with consistent internet access
- Must have access to a private space to take/return calls and feel comfortable working remotely

**Why work with us?**

We are a close-knit team that places a lot of importance on creating a warm and fun work environment. We provide psychological services to the community with the values we hold and strive to maintain high quality continuity of care for our clients.

**To apply**

**Job Type**: Part-time
Part-time hours: 20 per week

**Salary**: $20.00 pe

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