Receptionist (Independent Contractor)
Job description
Company description
Dublin Mind Clinic is a multidisciplinary mental health clinic based in Dublin 8. Founded in late 2019, we have quickly grown into a trusted provider of integrative, compassionate, and client-focused care. We offer a wide array of services under one roof, including Psychotherapy, Neurofeedback, Clinical Psychology assessments, Hypnotherapy, Coaching, Nutrition, and Medical Advisory.
Our vision is to help as many people as possible find their ultimate happiness, health, and fulfilment by supporting their mental and physical wellbeing through a safe, non-judgmental, and collaborative environment.
To support the continued growth of the clinic and provide the best possible care to our clients, we are currently looking for a Receptionist (Self-Employed Contractor) to join our small but dedicated team.
Job description
We are looking for a reliable, diligent, and client-focused individual to provide front-of-house administrative and reception support at Dublin Mind Clinic. The position will start on a part-time basis (Monday to Friday, 9am–1pm), with potential for full-time engagement in future.
This is a unique role suited for someone who is both highly organised and emotionally intelligent, and who understands the sensitivities involved in working within a mental health setting. You will be the first point of contact for our clients and a key support for our clinicians and administrative leadership.
What we offer:
- A meaningful and people-centred work environment
- A welcoming and professional team culture
- Exposure to a broad range of therapeutic and clinical services
- Collaborative learning environment with mental health experts
- Opportunity to grow into a full-time role
- Independence to manage your workflow (within agreed structures)
- Centrally located clinic in Dublin 8 (Old Kilmainham)
What we need:
Schedule:
- Monday to Friday, 9am–1pm (20 hours/week)
- Start date: Week of August 11th, 2025
Type:
- Independent contractor (self-employed / sole trader)
- Paid monthly based on hours/days worked, with flexibility for adjustments
Key responsibilities:
Client-Facing Duties
- Greet clients and visitors warmly and professionally
- Handle in-person payments (cash, card, digital links)
- Book, reschedule or cancel appointments across multiple services
- Answer and direct phone calls and respond to voicemail
- Respond to client queries via email or telephone
- Maintain a calm and supportive presence at front of house
Communication & Coordination
- Monitor and manage shared email inboxes (client and professional accounts)
- Communicate updates and coordination needs to the clinical and admin teams
- Send intake forms, feedback emails, and session reminders
- Make outbound calls for service quality checks, booking management, or payment reminders
Payments & Bookkeeping
- Track all incoming payments (in-person and remote)
- Send and follow up on invoices via Xero and other platforms
- Maintain daily payment logs and send end-of-day financial reports
- Manage petty cash, bills, and minor expenses
Calendar & Clinic Management
- Coordinate clinician diaries and overall clinic schedule
- Track and manage waiting lists
- Prepare rooms for meetings or client sessions
- Keep clinic stocked and tidy (stationery, printer ink, refreshments, etc.)
Service Quality Support
- Reach out to clients for feedback or follow-up after cancellations
- Support marketing activities (e.g. sending e-flyers to GPs or partner orgs)
- Liaise with external contacts (e.g. referral partners, parent groups)
Administrative Tasks
- Update internal filing systems and SharePoint records
- Print, file, copy and prepare forms and documents
- Schedule internal meetings and take minutes
- Help manage internal reports and documentation as needed
Required experience and qualities:
- Prior experience as a receptionist or administrator in a clinical, mental health, or healthcare setting
- Strong English fluency (written and spoken)
- Excellent interpersonal and phone communication skills
- Discreet, respectful, and sensitive when dealing with confidential client matters
- Emotionally mature and trauma-informed
- Detail-oriented and highly organised
- Comfortable with a fast-paced environment and juggling competing priorities
- Self-starter who takes initiative, but communicates openly
- Committed, loyal, and ideally interested in a long-term role
Tools we use (experience with any is a plus):
- Microsoft 365 (Outlook, Excel, Word, SharePoint)
- Xero (invoicing, receipt tracking)
- Square POS (payment processing)
- VoipLine / Extel (calls and voicemail)
- Slack (team communication)
- Wix (website platform)
Special requirements:
- Must be self-employed / sole trader
- Must have or be willing to obtain professional indemnity insurance
- Must comply with data protection laws, including GDPR
- Must have the legal right to work in Ireland
If you're a warm, efficient, and highly dependable individual who takes pride in supporting others and being part of a mental health clinic that values care, collaboration, and integrity — we’d love to hear from you.
To apply, please submit your CV and a short cover note explaining why you're interested in working with Dublin Mind Clinic.
Job Type: Part-time
Pay: €14,182.00-€14,727.00 per year
Expected hours: 20 per week
Language:
- English (required)
Work Location: In person
Reference ID: Receptionist (Independent Contractor)
Expected start date: 11/08/2025