Job Description

The Calgary Institute of Counselling is a group of Calgary Psychologists who are passionate about changing clients' lives. We have a large variety of backgrounds and experiences. This allows us to connect well with a wide range of people from diverse backgrounds. We are trained in a wide variety of areas to help you with the traumas, challenges, and stresses that clients have faced. We are dedicated to finding the right approach for our clients that will work as each person's journey has been different. This is why we tailor each session to each person's goals in therapy. No one counseling session is the same.

We serve thousands of clients with a team of 25 psychologists. We offer Individual, Couples, Family, Child, Adolescent, Teenage, Adults counseling as well as Anger management, Pre-Marriage, EMDR therapy, and ADHD assessments for children and adults. At the Calgary Institute of Counselling, we use research-based therapies that are proven to help people heal from their current struggles. Our psychologists draw from a variety of therapeutic modalities, including Emotion-focused therapy, cognitive-behavioral therapy (CBT), Dialectical Behavior Therapy (DBT) Acceptance and Commitment (ACT), Attachment-Based, Gottman Method, Trauma-focused, solution-focused therapy, psychodynamic therapy, and mindfulness-based techniques.

Stressors are moderate. Requires discretionary decision-making as well as the ability to manage multiple tasks to meet deadlines and deal with constant interruptions daily. Incumbent works with limited direction and sets own priorities and deadlines ensuring all deadlines are met or negotiated as required. The position involves multi-tasking and weighing of situations with full understanding of the impact of decisions. The position must demonstrate strong communication skills and be comfortable dealing with diverse constituents including clients, therapists, and staff. Discretion must be exercised, and good judgment followed. There is a high need for attention to detail.

This role reports to the HR & Operations Manager. The role normally works Monday to Friday 12pm-8:30pm, and Saturday 8am-4:30pm.

Primary Purpose of the Position

:

The Administrative Assistant is the first point of contact for all clients. They are responsible for client intake, billing, receiving calls and responding to inquiries, and following up on consultations or client intakes that have not booked an appointment. This role ensures that clients receive excellent customer service and so that agency growth is prioritized.

Qualifications/Expertise Required:

At least 1 year of experience within a professional office environment demonstrating strong communication, team and customer service skills, and an ability to exercise judgment within established guidelines is required.

Proven intermediate skills in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint) is required.

Knowledge of Jane App is an asset but not required.

Proven excellent interpersonal skills.

A positive and professional attitude and the ability to work independently and as part of a team are critical to success.

Must have ability to work in a fast-paced environment with high interruptions from clients, phones, staff, and other inquiries which require excellent time management skills to prioritize and meet deadlines.

Proven ability to use discretion with confidential material is required. Understands and maintains confidentiality, demonstrating diplomacy and good judgment.

Demonstrated experience with strong communication, team and customer service skills, and an ability to exercise judgment within established guidelines is required.

Accountabilities/Tasks and Duties:

This role focuses client intake, billing, receiving calls and responding to inquiries, and following up on consultations or client intakes that have not booked an appointment. Required tasks can include:

Serves as the primary point of contact for clients, greeting clients, handling calls and inquiries, concerns, recommending counsellors according to the client's requirements and booking intakes.

Managing follow-ups on intake processes, review emails sent a previous day and follow up if not booked.

Ensuring client files are complete and include credit cards for billing purposes.

Ensuring consults are booked if not follow up with clients after two days and ask for feedback etc

Client billing which may include following with clients with no credit cards on file, insu?cient funds, processing payments as required. Ensuring clients are being charged before going into the sessions except for the first-time session clients.

Assisting the Office Manager with day to day activities and update on progress or any urgent matters.

Facilitate communication and collaboration within the team and across departments.

Receive clients to the agency and manage a positive check-in and check-out experience.

Managing no-shows, payments and offering alternative modalities for therapy (video or phone). Reiterating the late and cancelation policy for the agency.

Job Types: Full-time, Permanent

Pay: $50,000.00 per year

Benefits:

Dental care Extended health care Life insurance On-site parking Paid time off
Work Location: In person