Weare seeking a highly organized, empathetic, and detail-oriented professional to ensure the smooth operation of our counselling centre. This is a pivotal hybrid role where you will be the first point of contact for our clients, managing all front-desk operations with care and discretion, while also supporting key corporate services functions like data protection and compliance. You will play a critical part in creating a safe, welcoming, and efficient environment for both our clients and clinical staff.
Key Responsibilities
1.Client-Facing Services & Operations
- Warmly receive, screen, and register clients into the clinical management system.
- Manage the appointment lifecycle: schedule, confirm, and reschedule client sessions for multiple counsellors efficiently.
- Handle all incoming phone calls and electronic inquiries with professionalism and empathy.
- Address client feedback, concerns, and inquiries, providing timely and sensitive resolutions.
- Obtain and verify client billing information, process payments, and ensure daily financial settlement and reporting.
2. Administrative Support
- Maintain the highest level of discretion when handling all confidential client records, case notes, and corporate documents.
- Perform data entry, maintain digital filing systems, and manage office supplies.
- Provide general administrative support to the Head of Corporate Services, including preparing reports and managing correspondence.
3. Operational Maintenance & Compliance
- Assist in maintaining the cleanliness, tidiness, and professional appearance of the reception, waiting area, and counselling rooms.
- Ensure all office equipment is in working order and coordinate maintenance as needed.
- Track and manage client session engagements and follow-up communications.
Work Schedule & Shift Arrangements
- This position requires flexibility to work evening shifts (Tue to Thu) and rotating Saturdays to support our extended operating hours
- Specific shift patterns will be arranged in accordance with centre operational needs.
- The standard work week will be 5 days/40hrs work week, including Saturday coverage when scheduled
Job Requirements & Competencies
Qualifications:
- Minimum Diploma in Business Administration, Healthcare Administration, Psychology, or a related field.
Experience:
- Minimum 1-2 years of experience in Client Servicing role, preferably within a healthcare, clinic, or nonprofit setting with client-facing or engagement experience.
- Experience handling sensitive and confidential information is a significant advantage.
- Fresh graduates with a strong interest in healthcare administration and demonstrated emotional maturity are encouraged to apply.
Core Competencies & Skills:
- High Emotional Intelligence: Ability to interact with individuals from diverse backgrounds with empathy, patience, and discretion.
- Exceptional Organizational Skills: Proven ability to manage multiple tasks, prioritize effectively under pressure, and meet deadlines in a fast-paced environment.
- Systems Proficiency: Advanced skills in MS Office (Word, Excel, Outlook). Experience with clinic management software or CRM systems is highly desirable.
- Meticulous Attention to Detail: Especially in data entry, billing, and compliance-related tasks.
- Professional Communication: Excellent verbal and written communication skills.
- Proactive Problem-Solver: A self-starter who can identify issues and propose effective solutions.
