Summary
We are seeking a capable and emotionally intelligent Admin Assistant to join our Centre. This role combines front desk responsibilities with operational support, making it ideal for someone who thrives in a dynamic, client-facing environment.
As the first point of contact, this role is key in creating a calm, safe, and professionally managed reception experience and is well suited for individuals with excellent organisational skills, strong interpersonal communication, and a proactive, solutions-oriented mindset.
Working hours
- Tuesday, Thursday, and Friday: 9.00 a.m. to 6.00 p.m.
- Monday and Wednesday: 12.30pm to 8.30pm.
Key Responsibility Areas
Front Desk Duties
- Greet clients and visitors with warmth and professionalism
- Manage daily front desk duties including phone and email enquiries, appointment scheduling, and client correspondence systemically on the CRM system
- Process fee payments
- Provide general administrative support
- Support the Clinical Director with routine report preparations.
Operational Duties
- Oversee the cleanliness, presentation, and readiness of common areas
- Manage inventory and place orders for office
- Liaise with vendors to ensure timely resolution of maintenance and facility issues
- Support compliance with safety, access, and security protocols
- Provide basic AV system troubleshooting and liaise with vendors where necessary
- Coordinate catering and refreshments for internal events and meetings.
Ad-hoc Duties
- Provide occasional support for internal events, meetings, including preparation of materials, setting up spaces etc.
- Assist with short-term administrative tasks such as data entry etc.
- Provide support to colleagues during absences or peak periods.
Experience
Minimum 2 years of experience in a reception, office coordination, or facilities support role (ideally within healthcare, wellbeing, or client-facing setting) is preferred.
Skills
- Good computer literacy, including confidence with email systems, online calendars, spreadsheets, and CRM systems
- Good with MS Office
- Strong understanding of professional boundaries and the importance of confidentiality in a therapeutic setting.
Competencies
- Excellent communicator with warmth, clarity, and respect, both verbally and in writing
- Able to manage multiple priorities while maintaining a high standard of detail and follow-through
- Anticipates needs, takes initiative, and resolves issues efficiently
- Genuinely invested in creating a welcoming, supportive experience for every individual
- Remains calm and capable in the face of change or unexpected challenges
- Ability to work onsite during agreed hours, with punctuality and consistency.
