Practice Administrative Assistant

Natacha Pennycooke Psychotherapy (NPP) is looking for an engaging Virtual Administrative Assistant to act as our NPP Practice Assistant to provide administrative services to and be part of our fast growing team.

As the Practice Assistant, you will be responsible for supporting Natacha, the therapy team and providing excellent care while working remotely. You must have great communication skills to work with our awesome clients who present with various mental health and wellness challenges. You will handle administrative tasks, deliver high-quality and detailed oriented work under minimal supervision while being proactive in problem-solving with strong decision-making skills.

Additionally, you will keep track of and communicate daily task progress and completion of tasks to ensure that Natacha, the therapy team, and that client care are all up-to-date to operate at maximum efficiency. In addition to email and phone communications with clients, you need to have proficiency with Google suite, Zoom and Canva. You will need to be a fast learner ready to learn our internal practice management system. You need the ability to multitask, be proactive with problem-solving and truly enjoy being part of a growing team.

The opportunity

You have been looking for a change, where you can utilize your administrative skills to be part of a bigger mission that is focused on making a positive impact in our community. You love knowing that the work you do not only helps your team, but it impacts the people and clients they serve as well. With strong interpersonal and communication skills, a calm demeanor and attention to detail, you know how to work with people who are in distress to help them achieve the solutions they are seeking. You take your job seriously, valuing clear, precise and friendly communication, highly organized and attention to the details of every task. Moreover, you have the time to devote at least 20 hours/a work week (~ 4-5 hours/a day) to make the administrative needs of NPP your top priority during business hours.

To learn more about our team and the services we offer, visit www.natachapennycooke.com

**Note: accepting applications from individuals from Ontario, Canada and the Greater Toronto and surrounding areas only.

TASK INCLUDE (but are not limited to)

• Answering all client inquiries with accuracy, in a timely and friendly manner, via email and phone calls.

• Client onboarding services.

• To uphold friendly, timely and excellent client care and client support needs.

• Responding to client emails and other inquiries for therapy, speaking, workshops and/or consultation etc.

• Therapist onboarding services.

• Calendar and schedule management.

• Updating client onboarding and sales report.

• Daily communication with Practice Director around practice needs

• Able to complete task with minimal supervision, while providing high quality and efficient services

• Able to communicate task progress and task completion.

• Able to utilize a practice management system and a task management system to help keep tasks on track.

• Able to understand the “big picture” of the practice, and adhere to clients, therapists and CEO’s administrative needs.

• Answer therapist questions through email, messaging and phone.

• Assist therapists in messaging clients, cancellations and client requests

• Creation of forms, documents, list, worksheets etc.

• Ensuring policy and procedure manual is up to date.

• Scheduling meetings/events and meeting links via Google meet and/or Zoom.

• Sending out practice newsletters to mailing list.

WORKING HOURS

• Between the hours of 9 am to 7 pm EST (subject to change) ~ 4 - 5 hours a day depending on the practice and business needs from Monday to Friday.

• Email management: (9 am/11 am/3pm/5pm EST ) and throughout the day for any email request and/or inquiries that may be urgent and/or time sensitive.

• Saturday and Sunday (Email/Phone availability): Only if an urgent need. A new client requesting help with onboarding or a therapist needing urgent client support.

Interested?

Let’s meet to see if your services are the right fit for Natacha Pennycooke Psychotherapy’s administrative needs!

Preferred Experience

Experience related to administration or organizational tasks: 2-4 years

Customer service experience

Experience working in a health clinic: 1-2 years

Experience working virtually

*Note: Only applicants who complete all of the steps of the online application will be contacted for the next round of interviews. Please do not email to verify your application status if you have not completed your online application.

Job Types: Part-time, Freelance
Part-time hours: 20-25 per week

Salary: $23.00-$27.00 per hour

Benefits:

• Work from home

Flexible Language Requirement:

• French not required

Schedule:

• Day shift
• Monday to Friday
• On call

Application question(s):

• Do you have schedule restrictions that will limit your ability to preform your tasks?
• Do you have previous experience as a virtual assistant?

Experience:

• Administrative experience: 2 years (required)

Work Location: Remote

Please Note :
optimuspartners.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, optimuspartners.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.