Office Services Specialist

Vancouver Psychology Centre; Vancouver; On-site; CAD 30,000 - 60,000; Full time

Job summary

An established industry player in mental health care is seeking an Office Specialist to be the backbone of their administrative operations. In this role, you'll provide essential support to clinicians and clients, ensuring smooth scheduling, maintaining records, and handling sensitive information with professionalism. This full-time position offers a dynamic work environment where your organizational skills and attention to detail will shine. Join a team that values kindness and positivity, and contribute to a culture of excellence in clinic operations. If you're passionate about office administration and ready to make a difference, we want to hear from you!

Benefits

Excellent Benefits Package

Qualifications

• 3-5 years of experience in an operational administrative capacity.
• Ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Manage clinician and client scheduling and maintain client records.
• Process payment and create invoices/receipts.

Skills

Administrative Support

G Suite

Confidentiality

Organization Skills

Professional Communication

Multitasking

MS Office

Google Applications

Accounting Knowledge

Interpersonal Skills

Education

Post-Secondary Education in Business or Office Administration

Tools

MS Office

Google Applications

Google Calendar

Job description

Direct message the job poster from Vancouver Psychology Centre

Co-Founder of Clinically Happy, Director of Vancouver Psychology Centre, Author + Speaker

As an Office Specialist at Vancouver Psychology Centre, you are the first impression and administrative backbone for a fast-paced psychology practice. You provide advanced and dedicated administrative support to a team of clinicians and their clients. The details and nature of your work are complex, sensitive, and non-routine but in high-pressure moments, you remain professional, continue to provide top-notch service, and most importantly, you model and act in accordance with guiding principles of the Psychologist Code of Conduct.

Here is a summary of your responsibilities:

• Administrative Support : manage clinician and client scheduling, maintain client records, process clinician/ client email correspondence
• New Client Coordination of Care and Support : receive sensitive information, explain procedures, process intake forms.
• Reception : order supplies, answer phone, email, snail mail, copy, fax, filing
• Front Line Client Care : greet clients, provide coffee/ tea, interact professionally with children/ families as they wait.
• Basic Accounts Receivable : process payment, create invoice/ receipt, daily reporting and reconciling daily payments.

Here are the required skills that are necessary for success in this role:

• Previous experience providing administrative support to a busy office, including use of G Suite
• Ability to maintain confidentiality and effectively handle multiple priorities of sensitive nature
• Commitment to accuracy and attention to detail
• Strong organization and prioritization skills, specifically in a fast paced environment
• Professional communication when working with clients, colleagues, and other healthcare professionals
• Strong ability to communicate and work cooperatively as part of the admin team.
• Effective and efficient at multitasking
• Excellent communication, organizational and time management skills
• Proficient with MS Office applications, Google Applications, Google Calendar, Internet
• Knowledge of Accounting and medical practice an asset
• Ability to maintain an environment of rigorous confidentiality within the office and online
• An ability to assertively and effectively set and maintain interpersonal and professional boundaries

Education Preferred completion Post-Secondary education, ideally in Business or Office Administration. Minimum of 3-5 years’ experience in an operational administrative capacity.

Salary: $21- $26 hourly

Benefits- Excellent Benefits package

Job Type: Full-time; Monday to Friday

At Vancouver Psychology Centre, we are proud of our team, and all of the ways our kind and positive culture are valued and exhibited in the workplace. We hope that you can contribute to the VPC vibe. Please send your resume and a cover letter to let us know how you will fit into our team.

We are seeking career-oriented candidates who are passionate about office administration and clinic excellence as a career pathway. Please attach your resume and cover letter via email. Only suitable applicants will be contacted.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Mental Health Care

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