Office Manager

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Position Overview

Hiring Company

Accessibility Accommodation

Job Description

·       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:

·       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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