Receptionist & Clinic Administrator

About Central Minds:
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 Integrityin 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 in Hong Kong

Working Hours:

• Weekdays: 9:00 AM - 6:30 PM (Monday, Tuesday, Thursday, Friday)
• Saturday: 9:00 AM - 3:00 PM
• Weekly off: Tuesday & Sunday

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 vinaya@centralminds.hk