Administrative Assistant

Oceanside Psychology Group is Looking for an Administrative Assistant!

We are seeking an outgoing, detail-oriented, efficient person to join our amazing Admin Team in providing front desk support to our psychotherapy practice. The ideal candidate will be adept at prioritizing and multi-tasking and have a positive attitude. This Candidate will also be willing to learn and grow with us!

Pay: $20.00/hour

Shifts will be:

• Monday, Tuesday, Wednesday, Thursday: 12 p.m. to 5 p.m.
• Friday (potentially): 8 a.m. to 12 p.m. or 12 p.m. to 5 p.m.

This role will report to Dr. Shauna Randhawa, Registered Psychologist/Clinic Director.

We Offer You:

• A competitive salary
• Paid time off
• A warm and caring atmosphere
• Remote work (the position is for remote work to start, with the potential for in-office work at a later date)

About Us

We are a fee-for-service private practice conveniently located at 3292 Production Way in Burnaby, BC (right next to the Production Way-University SkyTrain station). We provide individual, couple, and family therapy to children, teens, and adults.

Our practice is anchored in the belief that collaborative, caring relationships characterized by support and positive communication are central to a healthy workplace and facilitating continuity of care for our clients.

Our Core Values

• Authenticity
• Collaboration: Be a Team Player
• Inclusivity
• Integrity & Respect

Position Description

The position is part time (4-5 days a week, 4-5 hours each shift to start), Monday-Friday, during our regular business hours (8 a.m. to 5 p.m.); however, our ideal candidate would be willing to grow into working more hours as our practice expands. This position is not suitable for students with variable schedules.

Responsibilities:

• Supporting Registered Clinical Counselors and Psychologists with client bookings, payments, administering intake & consent forms, etc.
• Answering client calls and emails and processing payments, giving VIP service to each client
• Conducting intake calls with prospective clients
• Maintaining quality assurance (following up on payments, securing payment information, uploading secure documents, managing the booking software, including schedules and treatments offered)
• Maintenance of clinical files

To Succeed in this Role:

• You will excel in this role if you possess excellent communication skills and the ability to lead and promote the vision of the clinic.
• You must be able to stay extremely organized, thinking 10 steps ahead, and have the ability to see the big picture with an entrepreneurial mindset.
• You have a passion for helping others as you will be communicating with our clients.

Qualifications:

• 2-3 years of experience in Client Care and Customer Service (preferably in a medical office at the front desk)
• High school or equivalent (required), but an asset if you have a College diploma or certificate relevant to the position

Skills & Attributes of Our ideal Candidate:

• Dynamic, self-motivated individual with the ability to work independently, proactively, and well under pressure
• Strong communication skills, with the ability to communicate professionally and with compassion and patience when dealing with challenging clients
• Confidence to share ideas and constructive criticism to help us grow
• Juggling multiple projects and to-do’s simultaneously is no problem for you — you work well under pressure, meet deadlines, and keep promises
• Tech savvy (we are a paperless practice and everything is online)
• An appetite for innovation and simplicity, and highly process-oriented
• Working autonomously comes easy to you but you also love collaborating with a talented team
• Considerable experience using the Microsoft Office Suite, Google Drive Suite, Gmail, Dropbox, and Windows in a work environment
• Knowledge of Jane App scheduling software is an asset

**Application Process:**

In addition to submitting a resume, cover letter, and completing the two Indeed Skills Assessments:

• Please respond to the applicant screening questions
• Please complete the Big 5 personality test (https://www.123test.com/personality-test/) and submit your results to reception@oceansidepsychology.com (only the Standard Results are needed)

We thank all applicants for their interest: Only those under consideration who submit all application materials will be contacted.

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

Thank you for your interest in joining our team!

Job Type: Part-time

Salary: From $20.00 per year

Expected hours: 25 per week

Benefits:

• Casual dress
• Paid time off
• Work from home

Schedule:

• Monday to Friday

Application question(s):

• On a scale from 0 to 10, how would you rate how much you like talking on the phone to new clients in a receptionist/client booking function (where “0” is “not really, but if I have to” and “10” is “oh my gosh, I love it!”)?
• On a scale from 0 to 10, how good are you at keeping a secret (where “0” is “ohhh…I’ll probably tell my best friend” and “10” is “my lips are sealed!”)?
• On a scale from 0 to 10, how good are you at switching hats (where “0” is “not great…I like to focus on one type of task and keep doing that” and “10” is “I’m amazing…the more variety, the better!”)?
• Are you currently enrolled in an academic program or intending to enroll in an academic program in the near future?
• What days/times are you available to work?

Education:

• Secondary School (required)

Ability to Commute:

• Burnaby, BC V5A 4R4 (required)

Work Location: Hybrid remote in Burnaby, BC V5A 4R4