Front Desk

**Job Description**:
As the Front Desk and Client/Administration Executive, you will be crucial in managing and

optimising the counselling practice operations and the practice&;s growth.

Your responsibilities will include overseeing the operations, implementing new systems and

maintaining a smoothly running practice.

**Responsibilities**:
Client Intake

1. Greet and welcome clients in a friendly and professional manner.

3. Conduct initial client screenings and gather necessary information for intake

processes.

4. Schedule and coordinate appointments based on therapist availability.

5. Maintain accurate and confidential client records.

7. Coordinate intake phone over Saturdays from home and other days as per mutual

agreement with the Company Director.

Invoicing

1. Generate and issue invoices for counselling sessions and related services.

2. Ensure timely and accurate billing for clients.

3. Coordinate with companies Incontact has worked with on invoices and payments.

4. Monitor and follow up on outstanding client balances.

5. Make sure all payments are up to date, made, and consolidated.

6. Monitor financial reports and budgets, providing insights to optimise financial

performance

Administrative Support

1. Assist Directors with administrative tasks as needed.

2. Coordinate with external companies for collaboration and partnerships.

3. Handle general office duties such as filing, copying, and maintaining office supplies

4. Supervise and support the Director in their daily tasks, ensuring smooth client intake

procedures and excellent customer service.

5. Monitor overall practice operations to ensure efficiency, quality, and compliance with

organisational policies.

6. Develop and implement effective office procedures to enhance workflow and

productivity.

7. Organise events, dinners or supplies for talks that Incontact conducts.

8. Organise and ensure all required information is at a high standard for talks,

workshops and more.

9. Coordinate with the counsellors and Director to participate in government bids by

supporting and producing relevant bidding-related materials.

10. Ensure infrastructure management of the practice.

11. Initiate networking opportunities for the team

12. Work with third-party companies, overseeing their work and ensuring they produce

quality work for Incontact.

Staff Oversight

1. Guiding interns, ensuring they could handle their responsibilities effectively.

2. Collaborate with therapists to address their administrative needs and ensure

seamless coordination between staff members.

3. Onboard any new contractors, getting them set up within Incontact Counselling and

training.

4. Coordinate with Directors on specific tasks and make sure all work is completed.

Ensure every employee and counsellor is up to date with Data Protection training and

implements the relevant protocols.

System Implementation

1. Identify areas for improvement in current systems and propose and implement new

systems to enhance overall efficiency.

2. Introduce and oversee the integration of new technologies or software to streamline

administrative processes.

3. Connect with companies Incontact is working with to make sure talks, workshops or

crisis counselling are all organised and run smoothly.

4. Work with external vendors and partners to manage contracts

5. Ensure smooth running of website and regular monitoring and up-gradation of

content created by vendors

6. Build and maintain relationships with key stakeholders, corporate partners, schools,

healthcare providers

7. Conduct market research to identify trends, opportunities and competitive landscape

8. Collaborate with the clinical teams to develop and promote new services and

programmes.

Quality Assurance

1. Implement quality assurance measures to maintain high standards of service

delivery.

2. Monitor client feedback and implement improvements based on feedback and

reviews.

3. Ensure compliance with ethical and legal standards in counselling services.

Data Protection

1. Ensure the employees confirm data protection policies

2. Regularly do check-ins to ensure Incontact is confirming the requirements and

keeping abreast with the latest developments