Role Description: Care Team Member (Clinic and Client Care) - Evenings and some Saturdays
Job Overview:
The Care Team Member plays a central role in the daily life of The WOMB. They are the first and last point of contact for clients, and a key support to practitioners, ensuring the clinic operates with warmth, clarity, and flow.
This role goes beyond front desk administration. Care Team Members are care navigators - translating services, supporting client journeys, stewarding workshops and classes, and maintaining strong relationships with practitioners so that care feels seamless for everyone who walks through the doors.
Care Team Members work closely with the Clinic & Client Care Lead and Directors to uphold The WOMB’s values, protect operational integrity, and contribute to a calm, well-functioning, and deeply supportive clinic environment.
Core Responsibilities
1. Care Desk Administration & Clinic Flow
- Manage the day-to-day operation of the front desk, including:
- answering phones
- booking and rescheduling appointments
- processing payments
- running reports and daily financial balancing
- Complete daily opening and closing routines to support cleanliness, readiness, and flow
- Balance in-person clients, phone calls, and administrative tasks with calm presence
- Maintain accurate records in Jane and other clinic systems
- Leave clear handoff notes to support continuity across shifts
2. Client Experience & Care Navigation
- Create a consistently warm, welcoming, and supportive experience for all clients
- Greet, orient, and guide clients through the space with clarity and care
- Offer tours to all new clients when appropriate
- Develop a strong understanding of The WOMB’s services and offerings in order to:
- answer client questions
- guide clients to appropriate starting points
- support informed decision-making
- Communicate in alignment with The WOMB’s language, tone, and values
- Maintain emotional safety and dignity for all clients, parents, children, and families
3. Service Fluency & Clinical Understanding
- Build working knowledge of all core services offered at The WOMB, including:
- chiropractic care, pelvic health / physiotherapy, massage and osteopathy, counselling, naturopathic care etc
- Participate in clinical immersion as part of onboarding and ongoing learning, which may include:
- observing appointments (with consent)
- attending workshops (with consent)
- receiving trial treatments or consult-style visits where appropriate
- Use this understanding to:
- confidently describe what a first visit looks like
- explain how services may work together
- know when to escalate questions to practitioners or directors
4. Scheduling & Practitioner Support
- Schedule appointments with attention to practitioner flow and client needs
- Apply practitioner-specific scheduling preferences when booking and rescheduling
- Optimize schedules using tools such as:
- cluster booking
- waitlists
- proactive gap-filling
- Build strong working relationships with practitioners to understand:
- how their days flow best
- common client questions
- preferred booking practices
- Anticipate scheduling issues and flag concerns proactively
5. Workshops, Classes & Events Stewardship
- Support the full lifecycle of classes, workshops, and events, including:
- ensuring offerings are bookable and visible
- monitoring registration numbers ahead of time
- supporting promotion in collaboration with the Community or Marketing team
- Communicate registration numbers clearly with instructors and practitioners
- Support workshop and class setup, check-in, and close-out
- Ensure all participants are signed in and payments are complete
- Understand when to take first action and when to escalate decisions
6. Communication, Content & Brand Alignment
- Stay familiar with:
- The WOMB website content
- current Instagram posts and stories
- active promotions, classes, and workshops
- Reference current offerings and messaging confidently in client conversations
- Flag recurring client questions or areas of confusion to leadership
- Communicate clearly and respectfully via:
- phone, email, Whatsapp and in-person interactions
7. Financial & Administrative Accountability
- Process payments accurately across all payment types
- Balance daily finances and maintain clinic float
- Support deposits and financial reporting as required
- Log Care Team hours consistently and accurately
- Follow up on unpaid appointments, classes, or workshops according to clinic policy
8. Office, Facility & Supply Care
- Maintain cleanliness and organization of shared clinic spaces
- Support laundry, dishes, and daily resets
- Monitor office and bathroom supplies and flag restocking needs
- Support Nourished Specialty Shop operations, including:
- product sales
- inventory awareness
- visually appealing displays
9. Team Engagement & Professional Growth
- Participate in Care Team meetings, trainings, and reviews
- Communicate openly and respectfully with team members and leadership
- Accept feedback with curiosity and accountability
- Demonstrate initiative, ownership, and willingness to learn
- Support special events and community initiatives when possible
What Success Looks Like in This Role
A successful Care Team Member:
- Creates a calm, welcoming, and emotionally safe environment that aligns with our Wonderfully Outrageous Hospitality WOH-WOMB Culture
- Operates independently with accuracy and confidence
- Understands The WOMB’s services and can guide clients thoughtfully
- Supports practitioners by protecting flow and communication
- Acts as a bridge between clients, care providers, and systems
- Embodies The WOMB’s mission in both action and presence
If you are interested in this role, please provide a 1 minute video along with your resume to [email protected] letting us know why you would be a great fit to join our team.
Pay: $17.95-$20.00 per hour
Benefits:
- Company events
- Flexible schedule
- On-site parking
Work Location: In person
