Shivani Wells Therapy Group is seeking an experienced, proactive, and highly organized administrative assistant to support the day-to-day operations of our growing counselling practice in Vancouver.
This position is ideal for someone who has previously worked in a counselling or mental health practice, is highly proficient with Jane App, and enjoys improving systems rather than simply completing assigned tasks. We are looking for someone who is efficient, creative, resourceful, and comfortable taking initiative when something needs attention.
This is a varied role supporting clinic administration, billing and invoice reconciliation, communications, digital content, and the development of clear administrative systems and standard operating procedures.
Position type: Part-time, hourly
Location: Vancouver, B.C.; currently a fully-remote position
Compensation: $25 per hour - negotiable depending on experience and qualifications
Hours: Hours will be established based on clinic needs and the successful candidate’s availability.
The Position
The administrative assistant will work closely with the Clinical Director and support the clinic’s associates and overall operations. Responsibilities will include both recurring administrative duties and emerging tasks that require timely attention, thoughtful problem-solving, and follow-through.
A central part of this role will be helping us document and strengthen our administrative systems. The successful candidate will create a comprehensive set of standard operating procedures, templates, checklists, and recurring task schedules so that the position is well organized, sustainable, and transferable in the future.
Primary Responsibilities
- Provide administrative and operational support to the Clinical Director and counselling team.
- Manage and troubleshoot assigned administrative functions within Jane App.
- Review associates’ invoices against clinic records, identify discrepancies, and help investigate and rectify errors.
- Maintain accurate records of billing corrections, outstanding items, and completed follow-up.
- Assist with ICBC direct billing as needed, invoicing, payment tracking, and related correspondence.
- Draft, edit, organize, and respond to professional emails.
- Manage documents, spreadsheets, shared files, calendars, and administrative workflows through Gmail and Google Workspace.
- Support basic bookkeeping and payment-tracking tasks using Wave.
- Complete minor website updates in Wix.
- Format, upload, and publish clinic blog posts in Wix.
- Help prepare and distribute clinic newsletters through Mailchimp.
- Create and maintain administrative templates, checklists, process maps, and standard operating procedures.
- Document recurring tasks and develop a practical administrative operations manual.
- Identify inefficiencies, anticipate potential problems, and recommend workable solutions.
- Assist with other administrative, operational, and communications projects as they arise.
- Handle sensitive client, clinician, and financial information with discretion and confidentiality.
Required Qualifications
- Previous administrative experience within a counselling, psychology, psychotherapy, or mental health practice.
- Strong proficiency with Jane App. This is an essential requirement and not an asset-only qualification.
- Ability to use Jane App independently, navigate clinic workflows, maintain accurate information, and troubleshoot common administrative issues.
- Excellent written communication and professional email skills.
- Strong attention to detail, particularly when reviewing invoices, payments, dates, and financial information.
- Demonstrated ability to investigate discrepancies and carry tasks through to resolution.
- Strong organizational, prioritization, and time-management skills.
- Ability to work independently while communicating clearly about progress, questions, and emerging concerns.
- Sound judgment and a strong understanding of confidentiality within a counselling environment.
- Reliable availability to respond to time-sensitive administrative matters during agreed-upon working hours or availability windows.
Additional Assets
Experience or proficiency in any of the following would be considered an asset:
- ICBC direct billing and communication.
- CVAP direct billing and communication.
- Wix website editing and blog publishing.
- Gmail and Google Workspace.
- Wave bookkeeping software.
- Invoice reconciliation.
- Mailchimp newsletter creation and distribution.
- Writing, editing, or formatting blog and newsletter content.
- Developing SOPs, operations manuals, checklists, or administrative systems.
- Supporting a group counselling practice with multiple associates and interns.
The Person We Are Looking For
You are someone who notices when something is unclear, incomplete, or inefficient and takes thoughtful steps to address it. You do not need detailed instructions for every stage of a task; you are comfortable gathering information, identifying possible solutions, and making appropriate recommendations.
You are:
- Proactive, dependable, and responsive.
- Innovative and interested in finding better ways of doing things.
- Creative while remaining practical and detail-oriented.
- Comfortable learning new systems and improving existing ones.
- Able to shift between routine responsibilities and unexpected priorities.
- Skilled at distinguishing between matters you can resolve independently and those that require consultation.
- Committed to completing tasks accurately and following through.
- Warm, professional, and respectful in your communication with clients and clinicians.
- Looking for a long-term, part-time position with flexible hours.
How to Apply
Please submit your resume and cover letter addressing:
- Your previous experience working in a counselling or mental health practice.
- Your level of proficiency with Jane App, including the specific Jane functions and workflows you have managed.
- Any experience you have with ICBC billing, CVAP, invoice reconciliation, Wix, Wave, Mailchimp, or Google Workspace.
- An example of a system, process, or administrative workflow you created or improved.
- Your general availability and the number of hours you are seeking each month.
We appreciate the time and care involved in applying. Only applicants selected for an interview will be contacted.
Pay: $25.00 per hour
Benefits:
Experience:
- Jane App : 1 year (required)
- Administrative: 1 year (required)
Work Location: Remote
