Organisation Overview

PsycHealth Zambia provides professional psychology and wellness services to individuals, groups, and organisations. The organisation delivers counselling services, corporate wellness programmes, training, and community mental health initiatives.

We are seeking a highly organised and proactive Administrative Assistant to support the smooth day-to-day operations of the organisation.

The role also supports insurance processing and billing coordination, ensuring timely submission and follow-up of claims related to counselling and psychological services.

Position Summary

The Administrative Assistant provides essential administrative, logistical, and operational support to ensure efficient office management. The role involves coordinating office activities, supporting counselling services, assisting project teams, and providing financial and procurement support.

The successful candidate should demonstrate strong organisational skills, attention to detail, excellent communication skills, and the ability to manage multiple tasks in a dynamic environment.

Key Responsibilities

Office Administration

• Provide front-office support including meeting and greeting visitors
• Manage incoming calls, emails, enquiries, and correspondence
• Organise and maintain office records, documentation, and filing systems
• Maintain office supplies and coordinate procurement of required items
• Schedule meetings, appointments, and staff calendars

Client & Counselling Coordination

• Schedule counselling appointments and maintain client booking systems
• Liaise with psychologists to coordinate counselling sessions and related logistics
• Maintain confidential client records and documentation
• Ensure smooth coordination of counselling services and client communication

Operational & Project Support

• Provide administrative support to organisational projects and programmes
• Assist in preparing reports, presentations, and documentation
• Support data entry, document preparation, and record management
• Coordinate logistics for training sessions, workshops, and outreach programmes
• Assist with meeting preparations, including agenda preparation and minute taking

Financial & Procurement Support

• Assist with petty cash management and expense tracking
• Support invoicing and basic bookkeeping tasks
• Obtain quotations, process purchase requests, and track procurement activities

Insurance Processing & Billing

• Verify client insurance coverage for counselling and psychological services
• Process insurance claims and supporting documentation for services rendered
• Liaise with insurance companies regarding authorisations, claims submissions, and reimbursements
• Maintain accurate records of insurance claims, approvals, and payments
• Follow up on outstanding claims and resolve billing or claims-related queries
• Assist in preparing invoices for corporate clients and insured services

Communication & Digital Platforms

• Assist with management of the organisation’s website and social media platforms
• Support communication with partners, vendors, and stakeholders
• Assist in preparing communication materials and organisational updates

Events & Programme Logistics

• Support planning and coordination of workshops, trainings, and conferences
• Assist with logistics for field visits, corporate wellness activities, and community outreach

Other Responsibilities

• Provide general administrative and operational support across departments
• Support business development activities where necessary
• Perform any other duties assigned by the Operations Director

Qualifications and Experience

• Diploma or Degree in Business Administration, Public Administration, Office Management, or a related field
• Added advantage if Degree in Psychology
• At least 1–2 years’ experience in an administrative or office support role
• Strong organisational and time management skills
• Proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Suite, Canva,
• Strong written and verbal communication skills
• Ability to maintain confidentiality and professionalism

Key Competencies

• Organisation and attention to detail
• Customer service and communication skills
• Multitasking and time management
• Team collaboration
• Professionalism and discretion

• Provide front-office support including meeting and greeting visitors
• Manage incoming calls, emails, enquiries, and correspondence
• Organise and maintain office records, documentation, and filing systems
• Maintain office supplies and coordinate procurement of required items
• Schedule meetings, appointments, and staff calendars
• Schedule counselling appointments and maintain client booking systems
• Liaise with psychologists to coordinate counselling sessions and related logistics
• Maintain confidential client records and documentation
• Ensure smooth coordination of counselling services and client communication
• Provide administrative support to organisational projects and programmes
• Assist in preparing reports, presentations, and documentation
• Support data entry, document preparation, and record management
• Coordinate logistics for training sessions, workshops, and outreach programmes
• Assist with meeting preparations, including agenda preparation and minute taking
• Assist with petty cash management and expense tracking
• Support invoicing and basic bookkeeping tasks
• Obtain quotations, process purchase requests, and track procurement activities
• Verify client insurance coverage for counselling and psychological services
• Process insurance claims and supporting documentation for services rendered
• Liaise with insurance companies regarding authorisations, claims submissions, and reimbursements
• Maintain accurate records of insurance claims, approvals, and payments
• Follow up on outstanding claims and resolve billing or claims-related queries
• Assist in preparing invoices for corporate clients and insured services
• Assist with management of the organisation’s website and social media platforms
• Support communication with partners, vendors, and stakeholders
• Assist in preparing communication materials and organisational updates
• Support planning and coordination of workshops, trainings, and conferences
• Assist with logistics for field visits, corporate wellness activities, and community outreach
• Provide general administrative and operational support across departments
• Support business development activities where necessary
• Perform any other duties assigned by the Operations Director

• Strong organisational and time management skills
• Proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Suite, Canva,
• Strong written and verbal communication skills
• Ability to maintain confidentiality and professionalism
• Organisation and attention to detail
• Customer service and communication skills
• Multitasking and time management
• Team collaboration
• Professionalism and discretion

• Diploma or Degree in Business Administration, Public Administration, Office Management, or a related field
• Added advantage if Degree in Psychology