Job Description:
Curate Health is looking for an organized, personable, and adaptable Office Manager to join our interdisciplinary team at our health and wellness space in Midtown Toronto. We are a modern wellness clinic dedicated to promoting healthy living through an integrated range of medical, wellness, fitness, and therapeutic services, alongside a health food bar that complements the care we provide. If you run a tight ship, enjoy working with people, and care about natural health and sustainability, we would like to hear from you.
This is a hybrid role, and we want to be direct about the mix from the start. Roughly two thirds of your week is clinic reception and administration: patient flow, scheduling, payments, insurance billing, records, supplies, and the systems that keep the space running. The remaining third is spent in our health food bar, preparing coffee and beverages during busy periods and supporting our chef with kitchen preparation and cleanup. You will also supervise staff across all three areas of the business, clinic reception, administration, and cafe. We are a small team in one building, and everyone crosses lines. If you want variety and take real satisfaction in a space that runs well, you will do well here.
Responsibilities:
Reception and Patient Experience
- Greet patients on arrival and manage patient flow throughout the day.
- Answer the phone, respond to email and fax, and handle general enquiries.
- Book, reschedule, and confirm appointments, manage the waitlist, and fill cancellations.
- Send and follow up on intake forms, consents, and pre-visit instructions.
- Collect payments, issue receipts, and bill insurance companies.
- Handle patient questions and concerns with discretion, escalating where appropriate.
- Send post-visit feedback surveys and track responses.
Administration, Operations, and Supervision
- Supervise front of house, administrative, and cafe staff, including scheduling, training, and day to day direction.
- Maintain practitioner schedules, treatment room assignments, and facility bookings.
- Order and track clinic and cafe supplies, and manage vendor and delivery schedules.
- Keep patient records accurate and secure in line with privacy legislation.
- Follow established procedures for handling card payments and reconciling daily tills.
- Onboard new staff, including paperwork and mandatory training tracking.
- Maintain and update standard operating procedures as processes change.
- Pull and review operational reports on a regular schedule.
- Janitorial and organizing duties to keep the clinic presentable.
Health Food Bar and Barista Duties
- Prepare and serve coffee, espresso drinks, tea, and beverages to our menu standards.
- Serve customers and process cafe sales.
- Open and close the cafe, including cleaning, sanitizing, and equipment maintenance.
- Manage coffee, tea, and dry goods inventory with proper rotation and dating.
- Support our reusable vessel program and explain it to customers.
- Learn the sourcing behind our menu well enough to answer questions about it.
Kitchen Support
- Assist the chef with preparation: washing, chopping, portioning, and labelling.
- Dishwashing, sanitation, and temperature logging.
- Support plating and service during busy periods.
- Maintain strict hygiene and sanitizing protocols to meet Health and Safety standards.
- Sort waste and compost correctly, and work to minimize food waste.
Why Join Our Team:
- Competitive compensation with growth opportunities in a start-up wellness environment.
- Work in an environmentally conscious clinic that strives for sustainability and B Corp certification.
- Real ownership of the systems that run the business, with the autonomy to improve them.
- A supportive work culture that promotes innovation, health, and wellness.
- Be part of a team of health professionals working in an integrated clinic with fitness, therapy, nutrition, and more.
- Learn both the clinical and culinary sides of an unusual business.
Skills & Qualifications:
- Two or more years in clinic, medical office, or dental office administration, or comparable front of house management.
- Prior experience supervising or leading a small team.
- Barista or cafe experience, including espresso preparation and milk steaming.
- Excellent customer service skills with a patient-centred mindset.
- Strong organizational skills, with the ability to multitask and prioritize in a busy environment.
- Ability to quickly learn and adapt to new computer software and efficiently handle administrative tasks.
- Discretion with confidential health information and a working understanding of privacy obligations.
- Team-oriented, with a positive attitude and the ability to adapt in a dynamic setting.
- Ability to maintain high hygiene standards and adhere to all Health and Safety protocols.
- Strong knowledge of food safety and handling regulations and best practices.
- Experience with insurance direct billing is an asset.
- Familiarity with practice management software is an asset.
- A genuine interest in natural health and wellness.
Physical Requirements:
- Ability to stand for long periods, perform manual tasks like cleaning, lifting boxes up to 50 lbs, and maintaining store upkeep.
- Ability to perform basic kitchen duties, including food prep and cleaning.
Curate Health's Commitment to Diversity, Equity, and Inclusion
At Curate Health, we believe that diversity is our strength. We are committed to fostering an inclusive environment where everyone feels valued, respected, and empowered. Our dedication to diversity, equity, and inclusion extends beyond words. It is woven into the fabric of our company culture.
What We Stand For:
- Diverse Perspectives: We actively seek out and celebrate diverse perspectives, backgrounds, and experiences. Our team members come from various walks of life, and we believe this enriches our creativity and problem-solving abilities.
- Equitable Opportunities: We provide equal opportunities for growth, development, and advancement. We strive to eliminate barriers and biases that may hinder anyone from reaching their full potential.
- Inclusive Environment: We create a safe and welcoming space where everyone feels heard, valued, and included. We actively listen, learn, and adapt to ensure that all voices are heard.
- Continuous Learning: We invest in ongoing education and training to deepen our understanding of diversity, equity, and inclusion. We encourage open dialogue and learning from one another.
- Community Impact: We engage with our local communities and support initiatives that promote social justice, equality, and positive change.
If you are organized, adaptable, and want to help run a health-conscious space where the work changes hour to hour, we want to hear from you. We welcome individuals from all backgrounds to join our team and contribute to our mission of improving healthcare for all.
Interested applicants can contact Frank with their CV at [email protected] for more information.
Job Types: Part-time, Permanent, Fixed term contract, Seasonal, Apprenticeship, Internship / Co-op
Pay: $20.00-$24.00 per hour
Benefits:
- Discounted or free food
- Employee assistance program
- Flexible schedule
- On-site gym
- On-site parking
Experience:
- Cooking: 1 year (preferred)
Licence/Certification:
- Food Handler Certification (preferred)
Work Location: In person
