Clinic Administrative Assistant - Embrace Mental Health Clinic

MAJOR DUTIES AND RESPONSIBILITIES 1. Beneficiary Support & Scheduling • Handle telephone and in-person inquiries, schedule and confirm appointments, manage follow-ups and refer beneficiaries as needed. • Register beneficiaries and maintain accurate and updated records in the EHR system. • Provide beneficiaries with relevant administrative and logistical guidance. • Maintain a call back record to provide follow-up for beneficiaries on appointments, or instructions as requested by practitioners. • Manage clinician and intern room schedules to ensure smooth session flow. 2. Billing & Payment Processing • Inform beneficiaries of payment policies, collect fees and issue receipts. • Record payments accurately and coordinate with the Finance Department as needed. • Follow up on pending payments when necessary. 3. Administrative & Operational Support • Maintain clinic supplies, organize files and coordinate maintenance requests. • Support clinicians and staff with day-to-day administrative needs, including preparing documents, providing office services and scheduling meetings. • Ensure cleanliness and functionality of clinic facilities. 4. Monitoring & Reporting • Coordinate with the MEAL clinic officer to track beneficiary follow up forms and satisfaction surveys. • Ensure proper data collection and follow-up documentation. QUALIFICATIONS 1. Critical Skills • Bachelor’s degree in Business or Public Administration or a related field. • Minimum of 3-years relevant experience in healthcare clinical setting. • Fluency in English and Arabic. • Proficient in Microsoft Office Tools (Word- Excel- PowerPoint) • Experience using Google Workspace 2. Behavioural Skills • Demonstrates excellent organization and time management skills. • Demonstrates ability to work in a multidisciplinary team. • Demonstrates excellent communication, problem solving, interpersonal and conflict resolution skills. • Demonstrates a high level of professionalism while providing services to beneficiaries or working with internal support staff. • Demonstrates ability to adhere to ethical considerations and principles about work with vulnerable populations. The Clinic Administrative Assistant reports to the EMHC Programs Manager.