The Intake and Administrative Assistant is an in office, front of house position that is heavily involved in the day-to-day happenings of our office, dealing with clients and clinicians directly. The Intake and Administrative Assistants work individually and as part of a small team to conduct intakes with clients and help make matches to our clinician team based on their needs, as well as arrive, book and bill clients. The position also includes updating client records, working closely with clinicians to understand their client base and load, and general upkeep of the office. The successful candidate must be available to work evenings and weekends.

Job Duties/Responsibilities:

Acts as the first point of contact for all clients while creating a warm and inviting presence at reception, by phone and by email
Manages incoming calls, schedule appointments, and respond to inquiries in a timely manner
Completes brief intakes with new clients and matches to appropriate clinicians
Utilizes EHR system (Jane) to arrive, bill, book and reschedule client appointments
Follows-up with clients regarding missed payments and / or missed appointments
Handles cash and electronic POS payments
Maintains an organized front office environment by managing files, supplies, and office equipment
Plans and creates content to be posted across social media platforms
Assists in set up of rooms or spaces for different services (e.g. setting up room for Registered Massage Therapy, Reiki, Yoga, Family Therapy, Groups, etc.)
Provides support to practitioners as needed, including handling patient check-ins and check-outs
Executes light office cleaning and reorganization of retail stock
Monitors office supplies and purchases as needed
Performs other duties as assigned within the scope of the position

Qualifications and Experience Required:

Previous experience in an office or front desk role is preferred
Familiarity or experience working in a mental or physical health related field is an asset
Experience working with Jane or other EHR systems an asset
ASIST or crisis support training an asset
Strong customer service skills with the ability to communicate effectively both verbally and in writing
Self-motivated, able to work independently and problem-solve
Awareness and reflection of social justice and cultural literacy
Warm, non-judgmental and supportive presence towards clinicians and clients
Excellent organizational skills with a keen attention to detail
Ability to handle multiple tasks efficiently while maintaining professionalism under pressure
Proficiency in using technology and basic system troubleshooting (using the printer and wifi, helping clinicians set up their camera, etc.)
Strong phone etiquette and interpersonal skills are crucial for this position

Salary: Starting at $17.70 per hour

Benefits:

Casual dress
Company events
Flexible schedule
Retail and services discount

The Growth and Wellness Therapy Centre

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Intake and Administrative Assistant