Position Overview

We are seeking a warm and friendly, detail-oriented, and efficient individual to join our amazing administrative Team. The ideal candidate is someone who pays close attention to detail, excels at prioritizing tasks, multitasking, while maintaining a positive, empathetic attitude. This person should be eager to learn, grow, and contribute to the success of a growing clinical practice.

Shifts

Must be available during Weekdays and some weekends.

Weekday shifts may be 9:00am -12:00pm or 11:30am - 3:30pm or 1:00pm - 5:00pm or 4:00pm - 9:00pm and/or weekends 10-3 pm or 1- 6 pm.

Key Responsibilities

• Provide administrative support to Psychotherapists and Social Workers, including client bookings, consultation coordination, payment processing, and managing intake and consent forms.
• Offer welcoming client support in-person and by phone
• Respond to inquiries via phone and email with professionalism and compassion.
• Manage correspondence with both counselling and corporate clients.
• Respond to corporate inquires with efficient professionalism
• Schedule corporate meetings, team meetings, and client sessions.
• Ensure quality assurance by following up on payments, securing payment information, uploading secure documents, and managing the booking software, including schedules and services offered.
• Confirm claims with insurance companies.
• Greet clients and staff at front desk while maintaining a clean & welcoming environment
• Support the firm's online presence, including familiarity with web design (WordPress) and social media management (an asset).

Qualifications

• 2-3 years of experience in client care, administrative support, and/or customer service (experience in a medical or mental health field is an asset)
• Excellent written and verbal communication skills.
• Strong organizational skills.
• Dynamic, self-motivated individual with the ability to work independently, proactively, and under pressure.
• Strong communication skills with the ability to interact professionally and empathetically with clients, even in challenging situations.
• Familiarity with web design (WordPress) and social media management is an asset.
• Confidence in sharing ideas and constructive feedback to help the team grow.
• Ability to juggle multiple projects and tasks simultaneously, working well under pressure to meet deadlines.
• Tech-savvy with a strong orientation towards process and innovation; comfortable in a largely paperless, online environment.
• Warm and friendly demeanour with comfortability in greeting members and clients in-person
• Innovative thinker with an ability to come up with ideas for increase efficiency and effectiveness
• Proficient in Microsoft Office Suite, Google Drive Suite, Zoom, Dropbox, Mac, and Windows.
• Ability to quickly learn new software and systems.
• Problem solver and critical thinker
• Familiarity with email campaign management, VOIP/soft phone systems, and scheduling software is an asset.

Application Process

Gray Matter Health is committed to creating an inclusive and accessible environment for all candidates and clients. Please let us know if you require any accommodations during the application process. Only candidates under consideration will be contacted.

Company DescriptionGray Matter Health is an award-winning, leading therapy practice dedicated to transforming lives through innovative and compassionate care. Our team is committed to providing the highest quality mental health services in an encouraging and inclusive environment.
Joining Gray Matter Health is joining a collaborative family of therapists and administrators in a supportive and approachable environment.
Gray Matter Health is a leading counselling and consulting firm in Brampton dedicated to providing high quality mental wellness services for individuals, couples, families, groups and organizations. Our psychotherapy services are culturally competent, ethnically sensitive, and trauma-informed, designed to meet the diverse needs of Ontario's diverse population. We are committed to delivering warm, friendly, and compassionate psychological support when clients need it most. Our consulting services help organizations to provide safe spaces for employees psychological health.Company DescriptionGray Matter Health is an award-winning, leading therapy practice dedicated to transforming lives through innovative and compassionate care. Our team is committed to providing the highest quality mental health services in an encouraging and inclusive environment.Joining Gray Matter Health is joining a collaborative family of therapists and administrators in a supportive and approachable environment. Gray Matter Health is a leading counselling and consulting firm in Brampton dedicated to providing high quality mental wellness services for individuals, couples, families, groups and organizations. Our psychotherapy services are culturally competent, ethnically sensitive, and trauma-informed, designed to meet the diverse needs of Ontario's diverse population. We are committed to delivering warm, friendly, and compassionate psychological support when clients need it most. Our consulting services help organizations to provide safe spaces for employees psychological health.