Administrative Assistant and Office Manager

**About Balanced Life Therapy**: Balanced Life Therapy is an established private practice that has been committed to providing mental health services to individuals, couples, families, youth & teens since 2009. We offer support for those struggling with depression, anxiety, substance abuse, trauma, low self-esteem, grief & loss, trauma, abuse, co-parenting & divorce, and so much more. **About the Position**: We are looking for a positive and open minded individual, who as our Administrative Assistant and Office Manager, would not only be responsible for client care, but also managing the building and tenants. As the Administrative Assistant and Office Manager plays a central role between clients and staff/tenants, we are looking for a reliable individual who demonstrates great communication, time management, leadership and organizational skills. Due to this central role, we value individuals with strong work ethic and problem solving skills, along with those who are comfortable working with others and discussing issues as needed. **Responsibilities of Administrative Assistant**: In this position, you will work as an associate of Balanced Life Therapy taking care of all administrative tasks. This includes: - Answering phone - Booking, canceling, and rescheduling client appointments - Managing schedules for all associates - Occasionally posting from BLT’s social media page - Evaluating clients needs and placing them with the appropriate associate, or one of our community partners to better support them - Writing client letters, filling out forms and other documents that may be requested by both employer and/or client - Ensuring strict confidentiality, data protection and upholding client privacy at all times - Available In-Person 3 days a week. Preferably Tuesday, Wednesday and Thursday. Monday and Friday can be virtual. - Clear communication and problem solving skills - Self motivated - Self directed and comfortable receiving feedback - Great attention to detail - Confident multi-tasker - Enjoys communicating with people - Works well in a team - **You will have the ability to experience stronger earning potential and take on more of an office manager role as you work your way into this position._ **Responsibilities of Office Manager**: - This position encompasses the above set out tasks and required skills as well as the items outlined below:_ - Verifying payments - Processing payments - Creating and modifying adjustments for billing - Providing weekly compensation reports for all associates - Creating reports for owner - Reviewing monthly accounting & plan for upcoming months - Sending accountant monthly non-HSTable sales - Working with clinic’s accountant for financials and T4As - Paying Bills & Vendors - Verifying Bill dates & sending receipts to owner - Coordinating schedules for students & associates - Answering questions/touch point for students & associates - Conducting interviews with owner for students and new hires (April, August, December) - Set up for Students (December, April, August) - On-boarding students (January, May, September) - Liaise between on-site and off-site supervisor for Students - Collecting rent from tenants and providing rent receipts - Coordinating Supervision dates - Reinforcing business policies to all tenants/associates - Sending invoices to associates for Supervision - Sending payment to Supervisor (for supervision & psychology clients) - Sending reminders about Peer Supervision - Setting up groups in calendars, on Jane, and coordinate all confidentiality forms - Booking 1-2 30-minutes weekly check-ins with owner - Sending meeting minutes for weekly check-in - Completing all tasks set out in meetings - Available In-Person 3 days a week. Preferably Tuesday, Wednesday and Thursday. Monday and Friday can be virtual. - High level of communication skills - Competency leading a team - Highly self-led - Solution-focused - Good conflict resolution and problem solving skills - Able to hold a long term vision & maintain short term goals **Skills and Experience**: - Experience with Jane Scheduling Software **_is an asset but not required_ - Experience with Customer Service/Care **_is an asset but not required_ - Experience with previous admin work (e.g. medical offices, clinics, etc.)** _is an asset but not required_ - Financial Literacy and bookkeeping skills _**is an asset but not required_ **Education and Certifications**: - No education required. However we are looking for dependable and fast learners, who are looking to commit and grow with our business long term. - **Training will be provided for the Administrative Assistant and Office Manager role._ **Salary**: $22.50-$26.50 per hour **Benefits**: - On-site parking Flexible Language Requirement: - French not required Schedule: - Monday to Friday Ability to commute/relocate: - Barrie, ON: reliably commute or plan to relocate before starting work (required) Application question(s): - Are you willing t