Administrative Assistant

Written By Freshly Pressed

Part-Time (2+ Days/Week)
Temporary Leave Coverage

Compensation: $20-25/Hour
Dependent on experience

ABOUT US AND THE ROLE

Going to therapy is simultaneously an act of courage and an act of vulnerability. Our clinic’s approach is rooted in a simple mission — to help our clients feel heard; to find their hope. 

As a member of our Care Team, yours will be one of the first smiling faces they see when arriving at our offices. With every warm hello, you have the opportunity to make their visit exceptional in every way, and your calm, attentive presence will help them feel welcome, safe and nurtured — before they even attend their first session.  

Credentials are important, but we want to discover more about you than just your impressive resume. What are your goals - both in your career and life? What sort of company would you love to work for? And, most importantly, what can you bring to our team? We believe the ‘right fit’ will be rooted in integrity, collaboration, and continuous improvement, and simply be a delight to work alongside.

KEY RESPONSIBILITIES

  • Champion of Client Care: From greetings and bookings to matching clients with therapists, your eagerness and dedication in supporting their journey shines through.

  • Flexible Availability: This is currently a part-time position starting at 2 days/week, to fulfill a temporary leave coverage. There is a possibility for the right candidate to take on additional hours and new responsibilities as needs evolve.

  • Communication Flow: The world is moving faster than ever, but we will always meet our clients with courtesy and respect. You will be addressing phone calls, emails, and face-to-face inquiries in a friendly, prompt and professional manner.

  • Client Data Management: Keeping track of new or updated information is a vital step to serving our clients better. You will be setting up client files, sending forms and reminders, managing updates quickly and accurately, and ensuring our therapists are kept in the loop. 

  • Payment Processing: You will be proficient in making payments, utilizing direct billing software, issuing receipts and keeping accurate records for clients and administrative team. 

  • General Admin Duties: Every task, no matter how small, is essential for helping our team do their job, and our clients find the support they need. Printing, copying, scanning, faxing, filing - it all has a purpose and a place!

  • Office Tidiness: Is the coffee bar running low? Have supplies been stocked? Could the office use a bit of TLC? You will monitor the office and facilities, supplies and expendables, and perform light cleaning around all high-traffic areas, so new and returning visitors will always feel welcome and comfortable in our space. 

A BIT ABOUT YOU

We are looking for candidates with:

  • A friendly, empathetic demeanour with a professional and polished appearance.

  • An ability to handle confidential information with confidence, discretion and utmost care.

  • Exceptional interpersonal, verbal and written communication skills.

  • The ability to build relationships quickly and authentically, both with your colleagues and our clients.

  • An obsession with details with an interest in improving processes and efficiencies.

  • An awareness of priority and responsiveness, so no one is left waiting - after all, simple acknowledgements go a long way when building strong bridges! 

  • A self-starting spirit - you may need someone to help point you in the right direction, but you’ll always see things through to the end.

  • Experience with client management & booking software is considered an asset.

SKILLS & EXPERIENCE

  • Proficient with Microsoft Office Suite, Google Suite and Mac Computer Interface

  • Experience with client management & booking software - and/or willing to learn our OWL Practice platform. 

  • Previous reception, healthcare, medical administration experience is a tremendous asset. 


Does this sound like a great fit? If so, we can’t wait to speak with you! 

Please submit a single PDF with your resume and cover letter to info@viewpointcalgary.ca.

We thank all applicants for their interest in Viewpoint Psychological Services. However, only those selected for an interview will be contacted.

Freshly Pressed https://www.freshly-pressed.ca