Part Time Virtual Admin Assistant

Whole Family Psychotherapy; Remote; EUR 20.000 - 40.000; Teilzeit

Zusammenfassung

A virtual psychotherapy practice is seeking an experienced part-time admin to support operations. This remote role demands outstanding organizational and communication skills, with responsibilities like client scheduling and digital document management. The ideal candidate should be detail-oriented, tech-savvy, and able to thrive in a busy environment. Pay starts at $21 per hour for about 12 hours per week, with flexible scheduling to accommodate the needs of the admin team.

Qualifikationen

• 2-3+ years of experience in a virtual medical/healthcare admin role is required.
• Sales experience is a plus.
• Must have reliable internet and cell service.

Aufgaben

• Receiving service inquiries by phone and email.
• Scheduling/rescheduling appointments.
• Processing payments and managing billing issues.

Kenntnisse

Excellent communication skills

Detail-oriented

Organizational skills

Ability to multitask under pressure

Tech-savvy

Ausbildung

High school diploma

Tools

Google Drive

Jane App

Grasshopper

Jobbeschreibung

Whole Family Psychotherapy

We are seeking an outgoing, detail-oriented, efficient and experienced admin to provide part-time virtual admin support to our virtual Psychotherapy group practice. The ideal candidate will be adept at prioritizing and multi-tasking in a fast-paced service-oriented environment. The ideal candidate will enjoy working as part of a team, have a positive attitude, strong work ethic and be somewhat flexible with their availability.

Pay

• $21/hr as an Independent Contractor

Hours/Schedule

• 12-13 hours/week typically with some room for more as needed
• To begin, you would likely be scheduled for:
• 1-2 weekday mornings (8-12pm)
• 1-2 weekday afternoons (2-5pm)
• 1-3 weekday evenings (6-8pm)
• 1 Saturday morning every 3 weeks (9am-1pm)
• Occasional vacation/illness coverage for other members of the admin team as available
• Our team of admins are flexible and we are seeking someone who can offer flexibility as well, so the schedule can shift as needed to accommodate team members as much as possible. This means openness to taking on a bit more work some weeks, or moving typical shifts around here and there with notice.

This role will report to: Clinic Owner & Lead Admin

About Us

We are a primarily virtual, Ontario based Collective Practice of Perinatal Therapists, serving individuals throughout the perinatal period and beyond - this includes those who are trying to conceive, perhaps struggling with infertility, experiencing miscarriage or infant loss, currently pregnant, those who are in the postpartum period, and those well into raising older children. We also provide therapy for children and teens. We offer individual therapy, couples therapy, family therapy, group therapy and parenting support sessions.

Our Vision

We aim to be a soft place to land for individuals in the perinatal period. Few things in life challenge us the way having a baby does - new parents are desperate to have their struggles normalised and validated, receive deep compassion and relational safety to process this massive life transition, and develop new skills to increase their inner resiliency. We believe that the intersection between our impossible parenting culture and systems of oppression such as the patriarchy, capitalism, and racism to name a few, create and perpetuate mental health problems for parents. We believe it is also our job as perinatal therapists to help clients identify and resist these external factors causing additional harm and distress as they feel called and able to.

Our Core Values

• Kindness, warmth, and respectful communication
• Collaboration and community building - peer support
• Flexibility for work/family life balance
• Integrity, honesty and authenticity
• Professionalism, client-centred care, continuing competency

To succeed in this role …

You will thrive in this role if you possess excellent communication skills and have a warm, compassionate and service oriented disposition. You must be able to stay extremely organized, multitask, and effectively prioritize task completion when there are multiple competing tasks coming in. Some shifts can be quite busy and demanding, so the ability to stay calm under pressure is key. You must have a passion for helping others as you will be communicating with our clients, hearing part of their struggles, and making appropriate recommendations to the therapy team. You will need access to reliable internet and cell service during all work hours, have access to a reliable computer, and be available for the required shifts in eastern standard time. You will need to have privacy during your working hours to support confidential conversations and sensitive information on your screen. You will need to ensure your computer access is secure and not shared with anyone else.

Qualifications

• Highschool diploma
• 2-3+ years of experience in a virtual medical/healthcare admin role
• Sales experience is an asset

Responsibilities

• Receiving service inquiries by phone and email
• Matching clients to appropriate therapists
• Completing consultation and paid session bookings
• Follow up with unbooked or no show consults.
• Responding to our clients’ emails
• Scheduling/rescheduling appointments
• Processing payments at the end of sessions and managing billing issues that arise.
• Follow up to payments and securing payment information
• Uploading secure documents
• Managing the booking software including therapist schedules
• Make their lives easier!
• Scheduling their clients as requested, etc.
• If therapists are sick, rescheduling their clients for them
• Completing any tasks delegated by Lead Admin in an efficient and timely manner
• Tracking key performance indicators and keeping metric dashboard up to date
• Collaborating with the admin team members, providing handover notes for all shifts, and supporting needs of the clinic as they arise

Skills & Attributes of our ideal candidate….

• Dynamic, self-motivated individual with the ability to work independently, proactively and well under pressure
• Service-oriented (supporting our clients and our therapists to make their lives easier)
• Detail oriented and able to focus on doing tasks correctly while multitasking.
• Strong communication skills, ability to communicate professionally and with compassion to clients with patience when dealing with challenging clients
• Confidence to share ideas and constructive criticism to help us grow - ability to receive constructive feedback
• Juggling multiple projects and to-do’s simultaneously is no problem for you — you work well under pressure, meet deadlines and enjoy being busy
• Tech savvy (we are paperless, everything is online)
• An appetite for innovation and simplicity - you are highly process oriented and like to solve problems to make systems better
• Working autonomously comes easy to you but you also love collaborating with a talented team
• Considerable experience using the Google Drive, Gmail, Jane App, Loom, Grasshopper (virtual phone app) Mac, Windows in a virtual work environment
• Knowledge of Jane scheduling software is an asset
• Sales experience is an asset

Application Process:

• Please complete the Big 5 personality test at: https://www.123test.com/personality-test/
• Email your resume, cover letter, and personality test results to our Lead Admin at: [e-mail]

We thank all applicants for their interest: Due to high applicant volume, only those who complete the application process as outlined above and who are under consideration for the position will be contacted.

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

Job Type: Part-time

Pay: From $21.00 per hour

Expected hours: 12 per week

Experience:

• virtual healthcare admin: 2 years (required)

Work Location: Remote