Admin & Receptionist

• Looking for candidates available to work:
  • Monday: Morning, Afternoon
  • Tuesday: Morning, Afternoon
  • Wednesday: Morning, Afternoon
  • Thursday: Morning, Afternoon
  • Friday: Morning, Afternoon
  • Saturday: Morning
• No experience required for this role
• Working rights required for this role
• Immediate start available

About Us

Incontact Counselling & Training is a mental health and counselling practice that provides exceptional therapeutic services to individuals and families. We prioritise creating a supportive and compassionate environment to help our clients achieve their mental health and wellness goals.

Job Description

We seek a highly organised and personable Receptionist and Client Intake Specialist to join our team. The ideal candidate will be the first point of contact for clients, responsible for managing client intake procedures and ensuring a seamless and positive experience from the moment they reach out to us. Additionally, this role involves handling client invoicing tasks, maintaining professional communication with external companies, and invoicing for other companies. We will train the individual for the position and are looking for an eager individual committed to learning and growing with the company long-term.

Responsibilities

• Client Intake

• Greet and welcome clients in a friendly and professional manner.

• Manage incoming calls, emails, and inquiries related to counselling services.

• Conduct initial client screenings and gather necessary information for intake processes.

• Schedule and coordinate appointments based on therapist availability.

• Maintain accurate and confidential client records.

• Be able to professionally communicate with clients over the phone, text or email.

• Coordinate half day intake phone over Saturday from home.

Invoicing

• Generate and issue invoices for counselling sessions and related services.

• Ensure timely and accurate billing for clients.

• Coordinate with companies Incontact has worked with on invoices and payments.

• Monitor and follow up on outstanding client balances.

• Make sure all payments are up to date and all payments are made.

• Update accounts ensure all payments are consolidated

Administrative Support

• Assist Directors with administrative tasks as needed.

• Coordinate with external companies for collaboration and partnerships.

• Handle general office duties such as filing, copying, and maintaining office supplies.

Requirements

Education and Experience

High school diploma or equivalent; additional education in business administration or a related field is a plus.

Proven experience in a front desk or administrative role, preferably in a healthcare or counselling setting.

Skills

Exceptional interpersonal and communication skills.

Strong organisational abilities with attention to detail.

Proficient in using office software (e.g., Microsoft Office Suite).

Ability to handle sensitive and confidential information with discretion.

Basic knowledge of billing procedures and bank processes.

Attitude

Friendly and approachable demeanour.

Ability to remain calm under pressure.

Commitment to maintaining a positive and supportive atmosphere for clients and colleagues.

Willingness to grow and create a sense of belongingness with the Organization's goals.