Administrative and Intake Coordinator - Oakville, Canada - Chisholm Psychology Centre

Description

Administrative Coordinator
For the past 50 years, Chisholm Psychology Centre has been a leading provider of psychological services in Oakville. We offer both assessment and counselling services, with a staff of 25 dedicated psychology and administrative professionals.

We are often described as professional, friendly, and caring by our clients and community partners, and we are passionate about helping clients achieve success in school and beyond.

An Administrative and Intake Coordinator plays a vital role in our practice by acting as the initial point of contact for clients and visitors.

The primary responsibility is to provide exceptional customer service, manage administrative tasks efficiently, and create a welcoming and comfortable environment for all clients.

Completing client intakes, maintaining accurate records, and handling payment transactions is also central to the position.


Responsibilities:

• Greet and

Welcome Clients:
Greet clients and visitors in a warm and friendly manner. Create a positive first impression and maintain a professional demeanor at all times.

• Client Intake: Receive inquiries, discuss client's needs, and gather necessary personal information.
• Appointment Scheduling: Coordinate and schedule appointments for clients and collaborate with staff based on availability
• Communication and Followup: Provide communication to current/potential clients, addressing their questions and concerns.
• Handle Payment Transactions: Collect payments, issue receipts/insurance forms, and maintain accurate financial records. Coordinate with the billing department as needed.
• Maintain Client Records: Ensure that all client documentation is received and kept confidential.
• Office Maintenance: Restocking office supplies, snacks (for both clients and staff), and other supplies as needed.
• Report Preparation: Review reports and ensure all information is accurate and properly formatted to meet specific requirements.

Skills & Qualifications

• High school diploma or equivalent required. Some college education or relevant certification is an asset.
• Previous experience in customer service or administrative support required.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Outlook required. Experience with online scheduling systems is an asset.
• Strong organizational skills and attention to detail are required.
• Excellent communication skills, as well as an empathetic and compassionate demeanor when dealing with clients in emotional distress, are required.

Job Types:
Full-time, Permanent


Salary:
$40,000.00-$45,000.00 per year


Benefits:

• Company events
• Extended health care
• Onsite parking
• Paid time off
• Vision care
• VRSP

Flexible Language Requirement:

• French not required

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Oakville, ON L6J 7W5: reliably commute or plan to relocate before starting work (required)

Education:

• DCS / DEC (preferred)

Experience:

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

Work Location:
In person