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Junior Executive, Haven Counselling Centre
SINGAPORE BIBLE COLLEGE LIMITED
SingaporeLocation
Singapore
5 days ago
Posted date
5 days ago
N/A
Minimum level
N/A
Contract / Freelance / Self-employedEmployment type
Contract / Freelance / Self-employed
OtherJob category
Other
ROLE SUMMARY
  • This role will be the first point of contact for clients seeking mental health support.
  • The primary responsibility is to ensure a welcoming and organized environment, managing front desk operations efficiently which involves handling inquiries, scheduling appointments and assisting clients in a compassionate manner.
  • Besides the clients, this role will also need to liaise with the counselling professionals who use the Counselling Centre.

KEY FUNCTIONAL RESPONSIBILITIES

1. Reception Duties
  • Greet clients and visitors warmly, ensuring a welcoming atmosphere.
  • Answer phone calls and respond to inquiries in a professional manner.

2. Liaison with New Clients
  • Schedule the first session and reserve a room.
  • Explain the fee structure to client.
  • Prepare and ensure the informed consent and contract is sent to and signed by the client before commencement of counselling service.

3. Appointment Scheduling
  • Manage and schedule counselling appointments for clients.
  • Coordinate with counsellors & clients as needed to ensure efficient scheduling.
  • Ensure counselling rooms are readily available after booking.
  • Maintain accurate and up-to-date client's initial records.

4. Communication
  • Answer phone calls and respond to inquiries in a professional manner.
  • Monitor and respond to emails promptly.
  • Relay messages and information to the counselling staff as needed.
  • Communicate effectively with counsellors and other staff/faculty in the College.
  • Facilitate smooth communication between clients and counselling professionals.

5. Maintain Reception Area, the Counselling Centre and its Surrounding
  • Keep the reception area and the Counselling Centre clean, organized and inviting.
  • Ensure informational materials are readily available for clients.
  • Water and care for the plants surrounding the Counselling Centre.

6. Client Admin Record Management
  • Assist in maintaining confidential client records. E.g. appointment and intake forms and contracts between the Centre and the clients.
  • Ensure that client information is entered accurately into the system.

7. Emergency Situations
  • Follow established procedures in handling crisis situations.
  • Notify appropriate personnel in case of emergencies.

8. Accounts Maintenance & Payment Processing
  • Keep proper accounts of income and expenses for the Counselling Centre.
  • Issue invoices to counsellors and receipts to clients and counsellors where necessary.
  • Handle payment transactions and issue receipts.
  • Work closely with billing or finance department as required.

9. Administrative Support
  • Assist with general administrative tasks as needed.
  • Maintain inventory of office supplies and reorder as necessary.
  • Provide necessary monthly statistics and issue monthly invoices for usage of rooms.
  • Mark & tabulate the psychological assessment scores of clients when necessary. (Training will be provided).
  • Supervise the assigned student helpers to fulfil their scholarship requirement in the Centre.


10. Social media & Website publicity
  • Use of social media platforms and website to publicize the services of the Centre.

PRE-REQUISITES
  • Relevant Diploma in business administration or equivalent; additional qualifications in office administration or customer service a plus.
  • Strong communication skills in spoken and written, with excellent interpersonal skills.
  • Proficient in Microsoft Office (Word, Excel, PowerPoint) and familiar with social media platforms and website management.
  • Able to maintain confidentiality and handle sensitive information.
  • Mature, sensitive to mental health clients and proactive with a positive, friendly attitude.
  • Organized, meticulous and able to prioritize tasks with minimal supervision.
  • Previous experience in a similar role is preferred.
Related tags
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JOB SUMMARY
Junior Executive, Haven Counselling Centre
SINGAPORE BIBLE COLLEGE LIMITED
Singapore
5 days ago
N/A
Contract / Freelance / Self-employed
Junior Executive, Haven Counselling Centre