Description
Full job description
Job Summary
Clear Minds Counselling is seeking a highly organized, professional, and client-focused Receptionist/Administrative Assistant to support our growing services. This role is critical in creating a welcoming, safe, and efficient environment for clients, while ensuring seamless day-to-day administrative operations.
The ideal candidate brings strong organizational skills, excellent communication abilities, and a high level of professionalism when working with clients navigating mental health, employment, and life stabilization challenges. Experience in counselling, medical, or allied health settings is considered a strong asset.
Key Responsibilities
- Greet and welcome clients in a warm, respectful, and professional manner
- Facilitate client intake processes, including distributing and collecting required forms
- Answer and manage phone and email inquiries, directing communications appropriately
- Schedule appointments and coordinate clinician and program calendars
- Perform accurate and timely data entry in client management systems
- Maintain organized digital and physical filing systems in accordance with confidentiality standards
- Support preparation and coordination of group programming and workshops
- Assist with administrative tasks including correspondence, document preparation, and reporting
- Manage direct billing, invoicing, and basic bookkeeping tasks
- Support client check-in and check-out processes
- Maintain a clean, calm, and welcoming reception environment
- Collaborate with clinical and program staff to support service delivery and client flow
Qualifications & Requirements
- Proven experience in administrative, reception, or customer service roles
- Strong proficiency in Microsoft Office (Word, Excel) and Google Workspace
- Experience with QuickBooks or similar bookkeeping software is an asset
- Excellent organizational skills with strong attention to detail and accuracy
- Professional phone etiquette and strong interpersonal communication skills
- Ability to manage multiple priorities in a fast-paced environment
- Demonstrated ability to handle confidential and sensitive information with discretion
- Experience in counselling, healthcare, or human services settings is preferred but not required
Core Competencies
- Compassionate and client-centered approach
- Strong problem-solving and adaptability
- High level of professionalism and reliability
- Ability to work both independently and collaboratively
- Emotional intelligence and awareness when working with vulnerable populations
Why Join Clear Minds Counselling
- Be part of an innovative wraparound support model focused on real outcomes
- Work in a purpose-driven environment supporting mental health and employment success
- Collaborative, supportive, and mission-aligned team culture
Job Type: Fixed term contract
Contract length: 24 months
Pay: From $35,880.00 per year
Benefits:
- Extended health care
Work Location: In person