Receptionist/Clinic Administrator

Receptionist/Clinic Administrator (Full Time) At Central Minds, we are more than just a clinic; we are a community dedicated to transforming mental health care. Our work is guided by our core values: creating a Safe space for all, providing expert care built on Expertise , responding with empathy and Attunement , acting with Integrity in all we do, and fostering a supportive Community . We are looking for a team member who embodies these principles in every interaction. Job Summary We are seeking a highly organised, compassionate, and professional Receptionist & Clinic Administrator to be the central coordinating point of our busy practice. You will be the first point of contact for our clients, managing our front desk while ensuring a calm, safe, and supportive atmosphere. This role is pivotal in streamlining our clinic operations, requiring a sharp eye for detail, the ability to multitask effectively in a confidential environment, and a genuine passion for supporting our mission. Key Responsibilities Client Experience & Front Desk Management Greet all clients and visitors with warmth and professionalism. Manage a high volume of calls, emails, and WhatsApp messages with empathy and efficiency. Schedule appointments thoughtfully to balance clinician availability with client needs. Provide calm and supportive assistance to clients who may be in distress, upholding a safe and contained environment. Handle inquiries regarding services, fees, and policies with clarity. Administrative Operations & Confidentiality Maintain accurate and confidential client records, ensuring strict compliance with privacy laws. Process intake forms, invoicing, payments, and assist with insurance claims with meticulous attention to detail. Proactively manage clinician schedules to fill appointment gaps and maximise access to care. Nurture potential client leads with prompt and informative follow‑up. Clinic Support & Community Build trusting, collaborative relationships with clinicians, clients, and external partners. Maintain a tidy, organised, and professional reception and waiting area. Coordinate office supplies and resources to ensure the smooth running of the clinic. Who You Are You have 2+ years of experience in an administrative or reception role, preferably within a healthcare or mental health setting. You are tech‑savvy, with proficiency in MS Office and the ability to quickly learn new software (experience with basic bookkeeping or a CRM is a plus). You possess exceptional organisational skills, with a proven ability to prioritise, multitask, and maintain accuracy in a fast‑paced environment. Your customer service is outstanding; you are compassionate, patient, and client‑centred in your approach. You are a discreet and trustworthy professional who understands the importance of confidentiality. You can work both independently and collaboratively as part of a team. You are fluent in English (written and spoken); conversational Cantonese or Mandarin is a desirable asset. Hong Kong Resident / Valid work visa. Why Join Central Minds? Make a Difference: Contribute directly to our mission of expanding accessible, high‑quality mental health care. Grow With Us: We are committed to the professional growth and well‑being of our team, offering opportunities for skill‑building and advancement. A Values‑Led Community: Thrive in a collaborative, supportive, and inclusive environment where our values are lived every day. Be Valued: Join a diverse, passionate team where your work is essential and truly appreciated. How to Apply If you are a dedicated professional who resonates with our values and is ready to contribute to our busy clinic, we would love to hear from you. Please submit your resume and a cover letter detailing your alignment with the Central Minds values to Central Minds Ltd is an equal‑opportunity employer committed to an inclusive and diverse workplace. #J-18808-Ljbffr