Administrative Assistant and Intake Coordinator

As Administrative Assistant/Intake Coordinator, your task is to facilitate extraordinary contact between practitioners and clients thereof.

In this position, you shall be the public/front-facing representative of our multi-practice clinic, and thus a vital member of our team. You will wear ‘many hats’ in this capacity, so time-management and the ability to assess priorities of tasks and requests is essential. The variety of tasks and skills this position will demand of you must be something you seek-out if you are to thrive over time.

Sensitivity to the nature of information and experiences shared with practitioners and Clients is a foremost requirement, along with the required ability to maintain confidentiality of such information. And in this position, you shall act as the central ‘hub’ of our clinic

~ Diploma or Certification in Health Administration

~ Prior experience in Reception, Administration, and Intake Co-ordination

~ Familiarity with the professional and ethical guidelines of the College of Registered Psychotherapists of Ontario (CRPO); and the Ontario College of Registered Social Workers and Social Service Workers (OCSWSSW);
~ Diploma or certificates in Mental Health related services

~ Proficiency in Apple products and Google Suite;
~ Experience with online billing and scheduling (client management software);
~ Demonstrate superb literary and verbal communication skills;
~ Exhibit clear and transparent communication with respect to clinic’s policies and procedures

~ Provide caring, safe and courteous service to clients and help our clinic to thrive by creating genuinely exceptional client experiences

~ Engage cooperatively with all staff

**Duties and Responsibilities**:
~ Provide genuine and respectful client service.

~ Manage incoming calls, client arrivals, client inquiries, potential client requests, collaborative professional and community partner requests in a timely and organised manner;
~ Referring new intake clients to our in-house therapists and/or external services in the community;
~ Scheduling in-person and virtual appointments using our online booking software ————

~ Confirming appointments and ensuring that instructions for sessions (either in-person or online) are understood; and that necessary paperwork, e.g. Limits to Confidentiality; and Informed Consent to Treatment; have been completed prior to the session.

~ Following-up with Clients who wish to book follow-up appointments.

~ Managing Therapists’ waitlists.

~ Conducting pre-screening questionnaires with in-person clients

~ Maintaining up-to-date billing and invoicing with all clients as well as clinic suppliers; and handling petty cash as required;
~ Engage with Clients and other team members respectfully while also demonstrating clear leadership and decision-making initiative.

~ Focus energy and use initiative to maintain a smooth and organised ‘flow’ in all aspects of clinic operations, including, but not limited to: Client interactions; practitioner requests; Goods + service delivery/installation/suppliers of the clinic; etc.,

~ Organise and maintain electronic and paper-based information in a competent and confidential manner;
~ Ensure that all paperwork is obtained and retained in a manner that either meets or, preferably exceeds, the CRPO’s Standards of Practice and other regulatory requirements.

Ability to commute/relocate
- Guelph, ON; be able to reliably commute or plan to relocate before commencing job placement; or within 30 days thereof.

Willingness to run errands, if necessary, with respect to the operation of the business, i.e. pick-up/drop-off at printers’ or other business-related offices.

Shift availability:
~ day shift + early evening shift hours, not to exceed 7.5 hours per day.

~ 2 full days off per week to be negotiated.

Work Remotely:
~ Ability to work remotely is essential for this position. And also the ability to be flexible in working a combination of both in-person and remotely as necessary.

**Job Type**: Part-time
Part-time hours: 22 per week

**Salary**: $15.54-$21.00 per hour

**Benefits**:

- Work from home

Schedule:

- Day shift
- Evening shift
- Monday to Friday
- Morning shift
- Night shift

Ability to commute/relocate:

- Guelph, ON N1G 1Y7: reliably commute or plan to relocate before starting work (preferred)

**Education**:

- AEC / DEP or Skilled Trade Certificate (preferred)

**Experience**:

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

Shift availability:

- Day Shift (preferred)

Work Location: Hybrid remote in Guelph, ON N1G 1Y7