Admin Assistant

Who We Are

Since 2002, CBT Associates has helped thousands of people become happier and more productive by helping them overcome feelings and behaviours that negatively impact their everyday lives.

CBT Associates is a large, well-established and rapidly growing network of clinics that provides evidence-based psychological services to children, adolescents, adults and couples. Our psychologists and psychological associates have expertise in CBT, DBT, ACT and MBCT treatment approaches for a wide range of populations and problems.

We offer gold standard treatment, training and supervision in a collegial and stimulating environment. We are committed to helping our associates grow in their roles and responsibilities in the practice as we continue to expand across the GTA. Associates have opportunities to supervise psychologists in supervised practice with the College of Psychologists of Ontario (CPO) and participate in public education, and in-house training.

CBT Associates is now part of the CloudMD family of companies!

CloudMD is transforming the delivery of healthcare using technology and by providing a patient-centric approach, with an emphasis on continuity of care. By leveraging healthcare technology, the Company is building one, connected platform that addresses all points of a patient's healthcare journey and provides better access to care and improved outcomes. Through CloudMD's proprietary technology, the Company delivers quality healthcare through a holistic offering including hybrid primary care clinics, specialist care, telemedicine, mental health support, healthcare navigation, educational resources, and artificial intelligence (AI).

Who You'll Work With

Reporting to the Operations Manager, this position supports the management team, clinical associates and office visitors by handling a variety of tasks in order to ensure all interactions between CBT Associates and external and internal clients are professional, positive and productive with the goal of supporting our best services and leading-edge care.

What You'll Be Doing

• Manages the smooth daily operations of CBT Associates while supporting the Operations Manager as well as Clinical Directors and Associates;
• Maintains reliable office infrastructure including computers, access to the shared drive, office supplies and shared materials and resources;
• Administers the shared calendar; keeping it up to date with respect to client data, bookings, entering charges etc.
• Manages client bookings and schedules after clients' first appointments;
• Ensures Associates follows all relevant company policies and procedures or consults with Clinical Directors when needed;
• Alerts Associates to outstanding invoices in a timely manner;
• Manages the resource library;
• Acts as a key point of contact for internal and external clients;
• Arranges office cleaning and liaises with the landlord when necessary;
• Provides keys, pass cards and orientation to office procedures of new Associates;
• Handles e-mail correspondence and answers phone calls, checking messages with a timely follow up;
• Photocopies, prints, faxes and files as needed;
• Checks and distributes mail as needed; sends mail to physicians, colleagues and clients as appropriate;
• Perform reconciliations to ensure accurate invoicing, collection and payments
• Tracking and following up to collect outstanding payments
• Maintains records of contacts lists, tracking of business cards, important phone numbers, addresses and any other data needed;
• Manages or participates in other related assignments as required.

What You Need to Be Successful

• Proven experience as an administrative assistant or office administrative assistant;
• Knowledge of office management systems and procedures;

• Working knowledge of office equipment including printers and fax machines;
• Strong computer proficiency including MS Office (MS Excel and MS Powerpoint in particular).
  

Skills an Ideal Candidate Would Have

• Excellent client service and teamwork skills with the ability to proactively listen and respond with appropriate information;
• Able to think creatively, work in a fast-paced environment and effectively prioritize and work under pressure;
• Exhibits an energetic and positive “can do” attitude;
• Strong project management and organizational skills with exceptional attention to detail;
• Self starter and the ability to think creatively and out of the box;
• Strong interpersonal and problem-solving skills;
• Excellent written and verbal communication skills;

This position may require the successful candidate to be present at different clinics on different days. We currently have two locations:

• CBT Downtown (181 University Avenue)
• CBT North York (4950 Yonge Street)

We thank everyone who is interested in our role. We'll reach out to candidates directly if we are interested in moving forward.

CloudMD is an equal opportunity employer. We do not discriminate on the basis of race, ancestry, religion, color, national origin, gender, sexual orientation, gender orientation or expression, political belief, age, marital status, or disability status.

CloudMD is also committed to fostering a culture of belonging, which includes ensuring an accessible work environment and employment practices. If you require an accommodation in completing any pre-employment assessments or applications, interviewing or otherwise participating in the recruitment process, please email [email protected].

Protecting the safety and welfare of employees, clients, and patients that use our services is of utmost importance to us. For this reason, final applicants will be asked to undergo a background check.