• Company operating name: Mindset Therapy Toronto North
• Company business address: 59 Inglewood Ave, Thornhill ON, L4J 7T8
• Title of the position: Office Manager (NOC 10019)
• Job duties:
o Plan, organize, direct, control and evaluate the operations of the clinic providing a single administrative service or several administrative services.
o Organize the office, ensure filing systems are designed, maintained and up to date.
o Serve as the point person for office manager duties including maintenance, mailing, supplies, equipment, bills, errands, and shopping.
o Be the first and main point of contact for all inquiries and concerns from therapists, administrative staff, and third-party individuals/organizations (e.g. insurance, media, lawyers, etc.).
o Responsible for financial activities that include tracking and collecting revenue, following up on unpaid accounts, processing invoices and bookkeeping.
o Direct bill insurance companies when applicable.
o Responsible for intake specialist’s duties such as speaking directly to clients and families to determine what services might be needed and which therapist to refer them to within the clinic.
o Create new client profiles
o Manage and maintain websites content, such as editing service descriptions, therapists’ bio and writing and uploading weekly blogs.
o Manage content on all social media accounts (Instagram, Facebook, and website)
o Greet and provide general support to clients and visitors, answering incoming phone calls and emails to clinic. Handle customer inquiries and complaints.
o Coordinating appointments and meetings and managing clinic director’s and staffs’ calendars, appointments, and schedules.
o Interviewing, supervising, mentoring, training, and coaching and monitoring our office staff, and delegating assignments to ensure maximum productivity.
o Personal assistant to clinic director
o Coordinate with digital marketing expert/IT specialist on all social media marketing campaigns.
o Responsible for creating and distributing marketing materials for the clinic such as business cards, brochures, referral pads, and other promotional products to other nearby clinics and community centres.
o Participate actively in the planning and execution of clinic events
o Ensure security, integrity, and confidentiality of data.
• Terms of employment: Permanent and full-time
• The language of work: English
• Wage: CAD $46.15 per hour for 30 hours per week
• Benefits package being offered: None
• Location or locations of work: Thornhill, Ontario
• Contact information to apply for the job: info@mindsettherapy.ca
• Skills requirements:
o High computer proficiency, including a high degree of proficiency in Microsoft office (Microsoft Word, Excel, Outlook, and PowerPoint)
o High proficiency with technology and troubleshooting
o Experience with the use of the JaneApp Clinic Software
o Experience using WordPress
o Experience using Adobe Acrobat
o Experience in managing social media platforms for businesses.
o Ability to use design software such as VistaPrint or equivalent.
o Ability to take initiative, make recommendations and problem solve independently
o Excellent oral and written skills
o Ability to work effectively and efficiently in a fast-paced environment
o Ability to multitask and prioritize urgent tasks
o Exceptional problem-solving skills
o Solution driven and growth mindset
o Exceptional communication and interpersonal skills
o Excellent organizational and time management skills
o Passion for working in the mental health field
o Professional and positive attitude
o Ability to work well both in a team environment and independently
o Experience with scheduling and payment processing systems
o Strong understanding of racial justice issues; ability to work from a cultural humility framework
• Required education: A bachelor's degree or college diploma in business administration or a related administrative services field is preferred but not required.
• Required work experience: 5+ years of office management experience in a health clinic is preferred but not required
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