This position is a part-time role working 8:30 AM – 4:30 PM, 4 days per week (Monday–Friday flexibility required). Compensation starts at $20/hour.
We are a well-established and growing psychology clinic seeking a highly organized, personable, and dependable Administrative Assistant / Client Care Coordinator to join our small, close-knit team. As the first point of contact for clients, you will play an important role in creating a warm, professional, and welcoming environment while ensuring the clinic runs smoothly day to day.
The ideal candidate has a cheerful disposition, strong multitasking abilities, excellent customer service skills, and thrives in a fast-paced environment. The successful candidate will be adaptable, team-oriented, and comfortable working within a collaborative environment where feedback is encouraged.
Job Responsibilities:
- Coordinate and schedule intakes and ongoing appointments for several clinicians
- Manage several clinicians’ calendars and booking schedules
- Maintain and organize the waitlists
- Answer and direct incoming phone calls professionally and compassionately
- Greet clients and create a welcoming clinic environment
- Respond to emails and client inquiries in a timely manner
- Process payments, billing, referrals, and general administrative tasks
- Handle reception duties including filing, record keeping, faxing, and data entry
- Provide information regarding clinic services including counselling, assessments, consultations, and related services
- Work collaboratively with the whole administrative team and divide tasks as needed
- Maintain strict confidentiality and handle sensitive information with professionalism
Qualifications & Experience
- 2+ years of experience in healthcare, wellness, counselling, or administrative support preferred
- Ability to multitask, problem-solve, and “think on your feet”
- Post-secondary education or an equivalent combination of education and experience
- Strong organizational skills and high attention to detail
- Excellent written and verbal communication skills
- Strong customer service and interpersonal abilities
- Comfortable working independently and as part of a small team
- Professional, adaptable, and calm under pressure
- Comfortable with constructive feedback and collaborative teamwork
- Strong computer skills including Microsoft Office and Windows
- Knowledge of JANE Clinic Management software is an asset
- Knowledge or interest in psychology and mental health services is an asset
- Second language is an asset but not required
What We’re Looking For:
We are looking for someone reliable, proactive, and genuinely interested in contributing to a supportive clinic environment long term. The right person is compassionate with clients, highly organized behind the scenes, and must be able to balance multiple priorities while maintaining professionalism and warmth throughout the day.
To apply, please submit your resume and a brief cover letter outlining your experience and why you would be a great fit for our clinic.
Job Type: Part-time
Pay: From $20.00 per hour
Benefits:
Ability to commute/relocate:
- Richmond, BC: reliably commute or plan to relocate before starting work (required)
Education:
- Secondary School (required)
Experience:
- Appointment scheduling: 1 year (preferred)
- Front desk: 2 years (required)
- Administrative: 2 years (required)
Licence/Certification:
- drivers licence or are willing to take public transportation (required)
Work Location: In person
