Receptionist / Administrative Assistant / Medical Receptionist - Psychology / Counselling Clinic

**JOB DESCRIPTION**

**Job Title**: Receptionist / Office Administrator

**Location**: Hybrid role in Edmonton (South-side)

**Employment Type**: Full-time Contract for 18 months

**Salary**:$45,000 to $50,000

**Hours**: 32-40 hours per week

**Deadline to Apply**: Sep 15, 2025

**Start Date**: Oct 2025

**This is a full time 18 months contract | Must be Canadian PR holder or Citizen | Must have education in Psychology, Counselling, or a closely related field.**

**ABOUT US**

RecRoot is a premier staffing and recruitment agency dedicated to connecting talented professionals with opportunities that make a meaningful impact. We are currently recruiting on behalf of an esteemed mental health sector client, dedicated to ensuring equitable access to mental health and wellness services across Alberta.

**POSITION OVERVIEW**

We are seeking a **Receptionist / Office Administrator** to be the welcoming face of the organization and ensure seamless reception handling and front-desk operations. In this client-facing role, you will provide a compassionate, professional, and organized first point of contact for individuals accessing mental health counselling services. You will also handle key administrative tasks that support other healthcare professionals and contribute to the smooth daily operations of the clinic.

**KEY RESPONSIBILITIES**

**Reception & Client Coordination**
- Answer client inquiries and new client calls promptly and professionally.
- Greet and register clients, ensuring a warm and welcoming experience.
- Manage appointment scheduling and clinic calendars efficiently.
- Handle client check-ins, feedback forms, and payment transactions.
- Make courteous reminder calls for overdue accounts while maintaining sensitivity and professionalism.
- Uphold client confidentiality in all interactions and records.

**Administrative Support**
- Prepare and maintain new client electronic charts with accuracy.
- Process billing, health plan claims, and financial transactions.
- Monitor supply inventory and manage vendor services.
- Distribute correspondence and maintain organized records.
- Keep reception and common spaces professional and welcoming.

**Staff & Team Support**
- Assist with staff onboarding procedures.
- Triage questions from clinical staff and provide timely support.
- Maintain proficiency in **Jane Software**, Google Workspace, and other tools used in daily operations.

**MUST HAVE REQUIREMENTS**

**Education**
- Post-secondary education in **Psychology, Counselling, or a closely related field** (degree, diploma, or certificate).
- Additional training or coursework in counselling, healthcare administration, or mental health support is an asset.

**Work Experience**
- Minimum **1 year in a receptionist**or office administration role in **mental health, counselling, or healthcare environments**:

- Proficiency with scheduling systems, billing, and client-facing administrative duties.
- Demonstrated comfort with technology and software platforms.

**Soft Skills**
- Compassionate, people-focused, and professional demeanor.
- Excellent organizational, multitasking, and time management skills.
- Strong verbal and written English communication skills.
- Discretion and confidentiality in handling sensitive client information.
- Self-motivated problem-solver with a “can-do” attitude.

**NICE TO HAVE REQUIREMENTS**
- Experience working in hybrid or remote environments.
- Familiarity with healthcare billing and insurance claims.

**COMPENSATION**
- **Salary Range**: CAD $45,000 - $50,000 annually (commensurate with experience and qualifications).
- Additional benefits available.

**ADDITIONAL INFORMATION**
- This is a **full-time, 18-month contract**.

**HOW TO APPLY**

⏰ **Deadline to Apply: Sep 15, 2025**

**Job Types**: Full-time, Fixed term contract
Contract length: 18 months

Pay: $45,000.00-$50,000.00 per year

Application question(s):

- Do you have post-secondary education in Psychology, Counselling, or a closely related field? (Must have requirement)
- How many years of experience do you have in a receptionist, administrative assistant, or client-facing office role?
- Are you currently legally eligible to work in Canada (Citizen, Permanent Resident, or Open Work Permit)? (Please note this role does not provide sponsorship)
- Are you currently working as a Receptionist/ Office Admin for a Mental Healthcare / Counselling clinic?
- Do you have experience working in a mental health, counselling, or healthcare environment?
- How many years of experience do you have using scheduling, billing, or client management software e.g. Jane?
- Are you able to work in 18-months contract and hybrid role (mix of in-office and remote)?
- Are you currently based in Edmonton, or willing to relocate to Edmonton at your own expense if hired?

Work Location: In person