Bowmanville Executive Assistant job, WFH, Part-Time, Christian job
The Ivory Tree is a Christian based Professional Counseling
organization that is committed to offering hope and healing to
individuals to enrich their quality of life. We have current opening
for an Executive Assistant who can handle "Scheduling
Appointments/E-mail Liaison & Some Admin work" for the Principal
Counselor.
If you are looking to make some extra money, you have a full-time work already or looking for a stop gap job then this is not the job for you,
as we are looking for an employee that will be dedicated to grow with
the organization and who has good work ethics, being a solid support for
the Principal Counsellor and who is committed to excellence.
This position can be demanding for 2 weeks and then slows down
completely, very cyclical dependant on the volume of referrals coming in
at any given time. Individual in this position may find that they
incredibly busy at times or not busy at all which balance it out in
terms of total hours in any given month.
Overview of Job Description
This is a mainly a virtual position (Working from home 4 days a week from 9am-6pm with No weekend work). However, the candidate will be expected to come to the Home Office in Bowmanville, Ontario once a week for 3 hours to complete clinical paperwork from 10am -- 1pm. (Day to be determined and agreed by both)
We are currently looking for a matured dynamic individual who
will support the Principal Counsellor and Founder of The Ivory Tree in a
very fast paced environment in several ways in the areas of scheduling,
and e-mail coordination with 3rd part individuals and some
administration work. (No book-keeping required or needed)
Qualifications Required:
Working with 3rd Party Call Centres and Case managers as well as
supporting the Principal Counsellor during official hours is a
pre-requisite. If employee cannot commit to supporting the Principal Counselor during these hours kindly do not apply.
EAP or Case Management experience preferred but not a must.
Bachelor's degree in any related field a must.
3-5 years of experience in scheduling appointments a must (between 15-20 appointments per week) in a fast paced environment. Only candidates with scheduling appointments experience will be considered.
Detail orientated individual with high level of accuracy and organisational skills required.
Individual who can handle stress and has a tolerance for change.
Knowledge of Microsoft Outlook, Word, Excel. Ability to do
Texting, Skyping, (Appointment Plus program -- Training will be
provided) and work with webmail.
Candidate must have top time management skills to manage day-to-day hours.
Privacy: Individual must maintain a high level of privacy and
confidentiality in this position both professionally as well as in line
with the PIPEDEA ACT. Any breach of confidentiality will not be
tolerated within this position.
Job Description Details:
Scheduling:
On call from 9am to 6pm Mondays through Fridays, (no weekend work)
to monitor phone lines every 2 hours for client referrals coming in on
the scheduling phone which will be provided by the company.
Taking in referrals through the phone, accepting referrals
within 24 hrs by phone or e-mail and booking appointments with clients
within 2 business days to see the Counsellor in a timely and efficient
manner.
Maintaining Counsellor's daily calendar/appointments.
Dealing with cancellations, no shows and re-scheduling client appointments as required.
Screening calls for Principal Counsellor and communicating
important client information to her and to case coordinators at call
centres from where the referrals come in for the counselling business.
Dealing with Counsellor Cancellations of appointments if
necessary and re-scheduling client appointments through phone and
e-mails.
Updating excel sheet with any changes in appointment details
and using "Appointment Plus" scheduling software and making any changes
to appointments in the software to reflect client appointment changes,
cancellations or no shows. ( Software training will be provided).
Email Follow-up:
Dealing with various 3rd party individuals by phone or e-mail to ensure
that research and testing have been compiled and sent over to the right
department and also coordinating with that 3rd party individual to
ensure that it has been received in a timely manner and sent back to
both client and Principal Counsellor before appointment date.
E-mailing clients their test results or sending them the
research material that they requested after coordinating with 3rd party
individuals and case coordinators.
E-mailing Principal Counsellor Appointment excel data sheet
every 2nd day once all the appointments have been scheduled for the day
and communicate with her any questions or instructions that are
necessary or required via email, phone or texting.
Communicate to Principal Counsellor if clients are running late
or have cancelled or there is a no show by calling or texting her in a
timely manner.
Follow-up with clients to re-schedule or close files and advice 3rd party Case coordinators or Call centres of the same.
Administration Work:
Prepare Clinical files for new clients as referrals come in during the week.
File away paperwork that has to be archived i.e. completed paperwork when client sessions have been completed.
Support Counsellor in the preparation of Treatment Summaries and Interventions -- (Training will be provided).
Update client addresses in "Appointment Plus" software as required.
Compensation Details:
Permanent Part-time position (Consultant/Contractor status) not employment status.
Please note: Paid Training will be for 2 weeks (2 hrs, 2
times a week) depending on the individual's ability to grasp the
position -- on successful completion of the training candidate will
receive $100. Once training has been completed and candidate has started
the position, the full amount of $400/- will be applicable. However,
there is always room for financial growth once employee has proven
themselves.
Compensation -- This is a salary position. Compensation will be $400/month for approximately 32 hrs per month.
As this is a contract position, the individual must have access to their own desktop computer or laptop as most of the work will be online and through e-mails.
Two non-personal working professional references required when applying.
How to Apply
Interested candidates are invited to forward their recent resume and cover letter to info@theivorytree.ca
as soon as possible. A member of the Ivory Tree will be interviewing
shortly so kindly be prepared to answer relevant experience questions
when contacted. Website address: www.theivorytree.ca. Only candidates with relevant experience and qualification previously mentioned will be contacted.
