Job Description

Join Our Dynamic Team as an Administrative Assistant!

Are you an outgoing, detail-oriented, and efficient professional looking to make a real impact? Ready to be part of a vibrant team where your skills and expertise are valued and celebrated? If so, you could be a great fit for our team.

We are looking for an administrative assistant to work either

full- or part-time

in our psychotherapy practice. The position will entail remote work, with the potential to take on additional hours when coverage is needed.

The position is NOT SUITABLE FOR STUDENTS

or those who plan to return to school

due to the variable schedules school often involves. We are seeking a Candidate who wants to learn and grow with us!

The following shifts may be available:

Monday-Friday from 8 am to 12 pm

Monday-Friday from 12 pm to 5 pm

Monday-Friday from 9 am to 5 pm

PLEASE NOTE: Unqualified candidates and candidates who do not complete the screening questions or submit all required application materials will not be considered.

ABOUT US

We are a fee-for-service private therapy practice conveniently located at 3292 Production Way in Burnaby, BC (right next to the Production Way-University SkyTrain station). We provide individual, couple, and family therapy to youth and adults.

Our practice is anchored in the belief that collaborative, caring relationships characterized by support and positive communication are central to a healthy workplace and facilitating continuity of care for our clients. Our team is committed to providing the highest quality mental health services in a supportive and inclusive environment.

OUR VISION

We help create thriving and resilient communities by transforming the way individuals, couples, and families experience, express, and relate to their emotions and each other.

OUR CORE VALUES

Authenticity Integrity & respect Honouring diversity Creating a caring, supportive, & collaborative culture

WE OFFER YOU:

Competitive Compensation Paid Time Off Supportive Environment Remote Work (the position is for remote work, with the potential for in-office work as needed)

WHAT YOU'LL DO:

Front Desk Support:

Provide exceptional support to our counselling practice, assisting with client bookings, payments, managing intake & consent forms, etc.

Client Interaction:

Answer client calls and emails, conduct intake calls, and process payments with professionalism and compassion, giving VIP service to each client.

Quality Assurance:

Ensure all administrative tasks are completed accurately, including follow-ups on payments, securing payment information, and uploading secure documents. Manage booking software, including schedules and treatments offered.

Office Maintenance:

Manage office supplies, maintain clinical files, and confirm claims with insurance companies.

TO SUCCEED IN THIS ROLE:

You will excel in this role if you possess excellent communication skills and the ability to lead and promote the vision of the clinic. You must be able to stay extremely organized, thinking 10 steps ahead, and have the ability to see the big picture with an entrepreneurial mindset. You will excel if you are detail-oriented, while also being able to juggle multiple tasks. You have a passion for helping others as you will be the primary point of contact for our clients.

QUALIFICATIONS:

2-3 years of experience in Client Care and Customer Service, preferably in a medical office at the front desk. High school or equivalent (required), but an asset if you have a College diploma or certificate relevant to the position

SKILLS & ATTRIBUTES OF OUR IDEAL CANDIDATE:

Dynamic, self-motivated individual with the ability to work independently, proactively, and well under pressure Strong communication skills, with the ability to communicate professionally and with compassion and patience when dealing with challenging clients Confidence when interacting with clients Juggling multiple projects and to-do's simultaneously is no problem for you -- you work well under pressure, meet deadlines, and keep promises Tech savvy (we are a paperless practice and everything is online) An appetite for innovation and simplicity, and highly process-oriented Working autonomously comes easy to you but you also love collaborating with a talented team Considerable experience using the Google Drive Suite, Microsoft Office Suite, Gmail, Dropbox, and Windows in a work environment

Knowledge of Jane App scheduling software is an asset (please highlight this in your cover letter)

APPLICATION PROCESS:

To be considered for this position, please submit the following:

Cover letter & resume

(either on Indeed or email to reception@oceansidepsychology.com) Respond to all

applicant screening questions

Complete and submit your

Big 5 personality test results

(https://www.123test.com/personality-test/). Please email your results to reception@oceansidepsychology.com (only the free Standard Results are needed)

We thank all applicants for their interest. Only those under consideration who submit all application materials will be contacted.

For more info on our practice, check out our website: oceansidepsychology.com

Thank you for your interest in joining our team!

Job Types: Full-time, Part-time

Pay: From $21.00 per hour

Ability to commute/relocate:

Burnaby, BC V5A 4R4: reliably commute or plan to relocate before starting work (preferred)
Application question(s):

1. Are you currently enrolled in an academic program or intending to enroll in an academic program in the near future? 2. What days/times are you available to work? 3. Do you have a private space to work from home? (Please note this job is entirely remote at this time, with the potential for some in-office work as needed.) 4. Have you used Jane App electronic scheduling software in a professional capacity (i.e., in an administrative role)? Please elaborate. 5. On a scale from 0 to 10, how would you rate how much you like talking on the phone to new clients in a receptionist/client booking function (where "0" is "not really, but if I have to" and "10" is "oh my gosh, I love it!")? 6. On a scale from 0 to 10, how good are you at keeping a secret (where "0" is "ohhh...I'll probably tell my best friend" and "10" is "my lips are sealed!")? 7. On a scale from 0 to 10, how good are you at switching hats (where "0" is "not great...I like to focus on one type of task and keep doing that" and "10" is "I'm amazing...the more variety, the better!")? 8. On a scale from 0 to 10, how comfortable are you with technology (where "0" is "I avoid it at all costs" and "10" is "I love it and I am a quick learner!").
Education:

Secondary School (required)
Experience:

Customer service: 2 years (required) Administrative: 1 year (required)
Work Location: Hybrid remote in Burnaby, BC V5A 4R4