Job Overview:

Our client is seeking a detail-oriented and compassionate individual to join our team as an Administrative Assistant. The ideal candidate will have exceptional organizational skills, be highly compassionate, and be able to multitask in a fast-paced environment. This role plays an essential part in supporting the daily operations of our clinic and offering a welcoming and efficient experience for our clients and staff.

Responsibilities:

- Respond compassionately and efficiently to all telephone and email inquiries, forwarding any

relevant calls to the intake coordinator.

- Greet and assist clients upon arrival, ensure all relevant forms have been completed, and

interact with in-facility clients and parents, providing a comfortable and welcoming

environment.

- Complete intake calls with potential clients to answer any client questions and assist with

scheduling appointments.

- Process payments, distribute receipts, and assist clients with understanding their insurance

coverage and payment options.

- Track all payments/daily reconciliation.

- Handle sensitive client information with confidentiality and compliant with PIPEDA/HIPAA.

- Maintain and organize client files, ensuring all necessary documentation is in the file and all

filing is up to date.

- Scanning relevant testing materials and various internal documents when needed.

- Assist with finalizing reports and sending the final copy to the client when completed.

- Distribute questionnaires to clients digitally, track questionnaire completion, and follow up

with clients as needed.

- Manage digital questionnaire account levels accordingly.

- Maintain project management software daily to track the status of all files and ensure all staff

members are up to date.

- Support psychometrists and psychologists with scheduling and administrative tasks as

needed.

- Work collaboratively with the Clinic Director and Lead Administrative Coordinator on any

administrative tasks as needed.

- Maintain office supplies and equipment, ensuring the clinic is well-stocked and organized.

- Minor office tidying every week.

- Assist with running clinic social media accounts (e.g. Instagram, Facebook, LinkedIn).

- Other duties as required.

Qualifications:

- Bachelor's Degree preferred

- A combination of High School Diploma and relevant experience will be considered

- Knowledge of ADHD, ASD, and psychoeducational assessments or a willingness to learn

about these topics is a strong asset.

- Strong organizational skills, with the ability to manage multiple tasks and prioritize

effectively.

- Excellent communication skills, both written and verbal, with a customer service-oriented

attitude.

- Ability to work independently and collaboratively in a team environment.

This is a full-time position based in Burlington.

Working hours are Monday through Friday, 9:00 a.m. to 5:00 p.m.