Part Time Front Office Administrator for Psychiatry & Therapy Office

United States Job Openings

Insightful Minds, Inc

Newport Beach

PART TIME

November 9, 2024

Job Description:
Insightful Minds, Inc. is seeking qualified applicants for a Front Office Administrator. This position handles first contact with potential clients and support of existing clients in the main reception area. The Front Office Administrator handles other front office functions as well as support of professional staff. Applicants must meet or exceed the below qualifications and job requirements. Applicants should feel comfortable with all essential job functions. An ideal applicant is professional, courteous, friendly, trustworthy, and team-oriented. The Front Office Administrator must maintain a professional demeanor with clients, ensure client confidentiality, and contribute to creating a positive office environment. This is a part-time position.
Qualifications:
1. Has advanced phone skills and phone etiquette. Able to handle 2-3 calls simultaneously. Prior main operator, receptionist, or front office experience is a plus.
2. Efficient with basic office functions such as filing, copying, scanning, printing, and faxing.
3. Highly proficient with verbal and written communication skills as used in a professional environment.
4. Has advanced ability to organize, prioritize, and multi-task.
5. Ability to handle sensitive information and situations with complete discretion, confidentiality, and judgment.
6. Possesses moderate to advanced computer skills. Competency with MS Word, Excel, Outlook, Adobe PDF, Internet Explorer.
Essential job functions:
1. Answers all incoming calls on a multi-line phone system in a prompt and courteous manner.
2. Assesses caller need, answers questions, transfers calls, takes messages.
3. Greets and assists all visitors to the office.
4. Facilitates client visits, schedules client appointments, performs reminder calls.
5. Prepares and reviews appointment paperwork.
6. Performs cashiering functions for appointments.
7. Updates and monitors a daily task list for responding to client needs.
8. Assists managers and professional staff
9. Prepares, updates and maintains records and files.
10. Coordinates incoming/outgoing faxes and mail.
11. Assists in maintaining the cleanliness and organization of the office, including minor cleaning of office desks and surfaces, moving of office supplies. Must be able to move small desks and chairs without difficulty. Must be able to lift at least 25 pounds comfortably.
Job Requirements:
High school graduate or equivalent. College degree preferred.
Must be a U.S. citizen or foreign citizen legally authorized to work in the United States
Must be willing and able to work flexible schedules
Must have minimum 1 year experience as a receptionist, operator, customer service representative, or equivalent administrative position.
Must have experience with one or more electronic scheduling/calendaring systems, such as Microsoft Outlook.
Must submit to an extensive background check including criminal history, personal references, employment verification, and education verification.
Additional Details:
Primary business hours are from 8:00 a.m. to 8:00 p.m. Monday through Saturday. The Front Office Administrator works shifts within the primary business hours. Applicants must have flexibility to work within the primary business hours as needed. Office attire of Business Casual or Semi-formal is required at all times.
To apply for this position, qualified applicants should do the following:
1. Contact our office by email only
2. Attach a resume
3. Specify your availability for a start date
4. Specify your availability for working hours
Job Type: Part-time
Job Type: Part-time
Pay: $18.00 per hour
Expected hours: 12 – 18 per week
Schedule:

Day shift
Night shift
Weekends as needed

Education:

High school or equivalent (Preferred)

Experience:

Customer service: 1 year (Preferred)

Work Location: In person

We regret to inform you that this job opportunity is no longer available as it has expired

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