Administrative assistant

*Overview* Valley View Therapy & Assessment is a psychology practice providing professional psychological services, including individual therapy, couples counselling, and psychological and psychoeducational assessments. We are committed to providing thoughtful, client-centered care in a warm, welcoming, and professional environment. We are seeking an organized, personable, and detail-oriented *Administrative Assistant* to join our team. This position plays an important role in creating a positive client experience while providing administrative and clinical support to our psychologists and clinicians. *Position Summary* The Administrative Assistant is responsible for the smooth day-to-day coordination of client intake, scheduling, communication, and office operations. The successful candidate will be comfortable interacting with clients who may be experiencing a range of emotional or psychological concerns and will demonstrate warmth, professionalism, discretion, and sound judgment. The primary focus of this position is *client experience, intake coordination, scheduling, and clinical administrative support*. Key Responsibilities: * *Client Reception & Environment:* Serve as the professional, compassionate first point of contact for current and prospective clients; greet visitors warmly, manage the waiting area and kitchenette, and maintain a calm, welcoming, and confidential clinic environment. * *Inquiry Management & Triage:* Answer telephone calls and monitor the practice email; conduct brief initial screenings with prospective clients to identify clinical needs, explain practice services, fees, and policies, and match clients with the appropriate clinician and service. * *Scheduling & Calendar Management:* Coordinate clinician calendars and manage therapy and assessment appointments (scheduling, rescheduling, and cancellations) using Jane App, while promptly notifying clinicians of client arrivals, delays, or cancellations. * *Intake & Document Coordination:* Distribute, track, collect, and verify client intake packages and consent forms, ensuring all documentation is complete and signed prior to the first appointment. * *Records Management & Confidentiality:* Securely scan, upload, organize, and archive client records within the electronic health record (EHR) system; maintain strict confidentiality and adhere to clinical procedures and privacy regulations for storing, retaining, and destroying sensitive personal health information (PHI). * *Administrative & Clinical Support:* Assist clinicians with administrative tasks related to client care and assessment services; monitor, replenish, and organize office supplies and clinical testing materials (including assessment protocols and rating scales). * *Financial Operations:* You will be trained on how to do activities such as payroll, invoicing, etc., in order to assist the Finance Administrator when needed, such as for vacation time and sick days. *Qualifications & Skills* The ideal candidate will have: * Previous experience in an administrative, medical, healthcare, counselling, psychology, or other client-facing environment. * Excellent interpersonal and communication skills. * A warm, compassionate, and professional manner. * Strong organizational skills and exceptional attention to detail. * The ability to manage multiple priorities in a busy clinical environment. * Strong written and verbal communication skills. * Comfort interacting with individuals experiencing a variety of mental health and emotional concerns. * Excellent judgment regarding privacy, confidentiality, and professional boundaries. * Proficiency with computers, email, electronic records, and scheduling systems. * Experience with *Jane App* is an asset. * The ability to work independently while also functioning effectively as part of a clinical team. *Why Join Valley View Therapy & Assessment?* This is an opportunity to become an integral part of a collaborative psychology practice where the a