We are looking for a compassionate and organized individual to join us as an Admin/Clerk. In this role, you will provide essential administrative support to ensure the smooth operation of the center. Your responsibilities will include managing paperwork, scheduling appointments, maintaining records, and assisting clients and staff with their inquiries. Your attention to detail and empathetic nature will contribute to creating a supportive environment for both staff and clients seeking mental health services.
Responsibilities:
- Greet and welcome clients, visitors, and staff members in a friendly and professional manner.
- Answer phone calls, take messages, and respond to inquiries promptly, demonstrating empathy and sensitivity.
- Schedule and coordinate appointments for clients, ensuring accuracy and efficiency in managing the calendar.
- Maintain client records, ensuring confidentiality and adherence to data protection policies.
- Prepare and distribute necessary forms, documents, and reports to clients, staff, and external agencies as required.
- Assist in organizing and maintaining the center’s filing system, ensuring proper categorization and easy retrieval of documents.
- Process and distribute incoming and outgoing mail, emails, and faxes in a timely manner.
- Collaborate with the billing department to accurately process and record payments from clients.
- Assist with basic bookkeeping tasks, such as invoicing and tracking expenses.
- Maintain inventory of office supplies, ensuring necessary items are stocked and reordered as needed.
- Coordinate with other staff members to facilitate smooth communication and workflow within the center.
- Support staff members with administrative tasks, such as preparing meeting agendas, taking minutes, and organizing events.
- Maintain a clean and organized office environment, ensuring supplies and equipment are properly maintained.
- Stay updated on center policies, procedures, and regulations to provide accurate information to clients and staff.
- Demonstrate a commitment to maintaining confidentiality, professionalism, and ethical conduct in all interactions.
Requirements:
- SPM or equivalent; additional certifications or coursework in office administration is a plus.
- Previous experience in an administrative or clerical role, preferably in a healthcare or mental health setting.
- Excellent communication skills, both verbal and written, with the ability to convey empathy and professionalism.
- Strong organizational skills and attention to detail, ensuring accuracy in maintaining records and managing schedules.
- Proficiency in using office software and equipment, such as Microsoft Office Suite, email clients, and basic data entry systems.
- Ability to handle sensitive and confidential information with discretion and maintain a professional demeanor.
- Strong interpersonal skills and the ability to work effectively in a team environment.
- Demonstrated ability to multitask, prioritize workload, and meet deadlines in a fast-paced environment.
- Empathy, understanding, and a non-judgmental attitude toward individuals seeking mental health services.
- Knowledge of mental health terminology and familiarity with mental health resources is desirable, but not mandatory.
Note: This job description is intended to convey information essential to understanding the scope of the position and is not intended to be an exhaustive list of skills, efforts, duties, or responsibilities associated with the role.
Join our dedicated team and make a meaningful difference in the lives of individuals. Apply today and embark on a rewarding journey as a full-time mental health counselor. Email your CV and resume to info@greyspace.my.