Job Description

Key Responsibilities

Administrative Support:

Serve as the first point of contact for inquiries for retail/community clients.

Facilitating session alerts for all participants, both client and affiliates on their sessions.

Managing clinician outreach to ensure rapid placement for new community cases.

Facilitating seamless scheduling by aligning client needs with clinician availability.

Enforce adherence to the established retail fee structure.

Ensure 100% payment compliance at the point of care.

Maintain accurate logs of payments received and outstanding balances.

Support company social media with announcements, festive greetings, marketing campaigns, and upkeep company’s social media presence with routine, pre-approved updates.

Maintain optimal staffing levels to support continuous center operations.

Provide reception and assistance to clients attending sessions.

Monitor daily room bookings to ensure counselling rooms and waiting areas are clean, tidy, welcoming, and stocked with necessary materials.

Oversee site maintenance and inventory levels, providing timely escalations to administration.​


Case Documentation & Database Management:

Record and update all community case information in the database to reflect current appointments.

Ensure all documentation complies with Lyra's SLA standards and confidentiality policies.

Administering a secure record management system to ensure data integrity and rapid retrieval.

Drive case resolution by managing the end-to-end documentation lifecycle


Workshop & Event Coordination Support:

Lead the development and logistical management of community workshops, talks and other events.

Ensure events comply with confidentiality, safeguarding, and professional practice standards.

Serve as primary liaison between participants, trainers, and internal staff for event-related matters.

Oversee comprehensive event operations, including marketing, registration, and stakeholder engagement.

Prepare and distribute promotional materials in collaboration with the marketing team.

Maintain budgetary integrity through meticulous expense tracking and financial reporting.

Coordinate logistics, including location setup, material preparation, attendance tracking, and technical support.

Collect and analyze stakeholder feedback to identify key performance trends and future opportunities

General:

Collaborating on ad-hoc projects as business needs evolve.

Providing flexible support for departmental priorities as directed.

Requirements:

• Minimum of a Bachelor’s degree, preferably a degree in Psychology or related field

• Working experience as a clinic administrator will be preferred

• Must be able to work with Microsoft Office (Word, Excel, Powerpoint, Access), Google stack (Google sheets, docs, slides), and case management systems.

• Language: Native/Professional proficiency in English (required); Native/Professional proficiency in Chinese-Mandarin (preferred)

About You:

• Strong organizational and time management skills.

• High attention to detail and accuracy in data entry.

• Excellent verbal and written communication skills.

• Ability to handle sensitive and confidential information professionally.

• Customer service orientation with a professional and respectful approach.

• Ability to multitask and work well under pressure.

• Problem-solving skills and adaptability in a fast-paced environment.

• Ability to work independently and collaboratively within a team.