Administrative support

SouthEnd Psychiatry, a leader in comprehensive mental health services, is excited to announce an opening for a dedicated Administrative Support role within our dynamic team. This full-time position plays a pivotal role in the smooth operation of our facility, ensuring efficient administrative processes stand as the backbone of our patient-centered services. Located centrally, this position necessitates the individual's presence on-site as it is not eligible for remote work. We are looking for a professional individual who is passionate about making a difference in the lives of others through exceptional organizational support.

Duties and Responsibilities

• Manage and schedule appointments and meetings, ensuring optimal use of staff time.
• Handle incoming calls and other communications, making detailed notes of conversations.
• Maintain filing systems, both electronic and physical, ensuring integrity and confidentiality of documents.
• Process incoming and outgoing mail and packages to ensure timely distribution.
• Create, prepare, and edit correspondence, reports, and documents as needed.
• Interact with clients and provide first-level support, ensuring their inquiries and needs are handled promptly.
• Manage inventory of office supplies and place orders as necessary to ensure resource availability.
• Coordinate logistics for in-house and external events, including conferences and workshops.
• Assist in the preparation of regularly scheduled reports pertaining to various departmental functions.
• Ensure that billing and accounting documentation is prepared and delivered to the respective departments accurately and on time.
• Support various departments in administrative tasks, including HR, Finance, and Patient Services.

Requirements

• Proven experience as an administrative assistant, office admin assistant, or similar role.
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular) with capabilities in office software packages (word processors, spreadsheets).
• Strong organizational skills with the ability to multi-task and manage time effectively.
• High School degree; additional qualification as an Administrative assistant or Secretary will be a plus.
• Excellent written and verbal communication skills.
• Attention to detail and problem-solving skills.
• Experience with office management systems and procedures.
• Strong interpersonal skills and ability to work both independently and as part of a team.
• Knowledge of electronic medical records systems is advantageous.
• A commitment to confidentiality and ethical handling of sensitive information.
• Capability to work under pressure and handle challenging situations calmly and effectively.