Office Administrator, Full-Time HopeWell Psychological

We offer professional counselling for a variety of psychological issues and serve clients virtually, in Alberta, Canada. We are looking for a full-time virtual Office Administrator with Marketing Experience who is fully trained in ClinicMaster and can conduct themselves in a professional manner, maintaining the highest standards of office management, and client confidentiality and care.

The office administrator position at HopeWell Psychological is an important role as the person in this position is also the first point of contact with our clients. The administrator will report directly to the manager, and their responsibilities include maintaining excellent office management and administrative operations, improving office services, implementing communication procedures, and providing exemplary client service while working collaboratively with our clinicians, managers, service providers, and referral sources. We are looking for an enthusiastic, dedicated, well-trained, compassionate and passionate person to join our team. The successful candidate will have excellent time management skills, be fully versed in ClinicMaster, and be able to efficiently learn and respond. They must be fluent in English and have excellent English writing and speaking skills. For this remote position, we are looking for a team player to fill a full-time position starting immediately.

We are a professional organization and we pride ourselves on training our staff and supporting one another so that we can together to provide the utmost in customer care in an ethical and professional manner. We believe in having a team of people who strive to excel and who wish to continue learning and improving their skills. We hope to find someone who is warm and friendly and who will fit into our culture of working well with others as well as independently. Being a customer-forward staff member, we need the successful candidate to have an interest in helping people, and have the ability to problem solve, multi-task, and use critical thinking skills consistently. The successful staff member needs to also have very strong organizational skills, as this job requires attention to detail.

We thank everyone for their applications and interest in working with HopeWell Psychological. Only those selected for an interview will be contacted. If you are interested in applying for this position, please send an email with your resume to:
lana@myhopewell.com.

Primary Duties will include, but are not limited to:
● File management and organization, from start to finish
● Bookkeeping and payroll processing
● Managing reception on a daily basis while maintaining other duties
● Guiding client calls in a courteous manner with ability to describe to potential clients the available psychological treatments and therapist specializations, and responding sensitively to questions and requests. Training is provided.
● ClinicMaster proficiency, including
○ booking/rescheduling appointments,
○ entering needed client information and demographic data,
○ communicating with clients, clinicians, referral sources,
○ invoicing, processing, reconciling, and managing billing daily,
○ managing clinician schedules and resolving any scheduling conflicts,
○ filing important documents,
○ creating and updating forms,
○ managing existing clients.
● Accomplishing daily and weekly tasks for psychologists (rebooking clients, calling clients, emailing clients, etc)
● Sending daily meeting links to clients for online sessions that occur through