Wild Mountain Wellness Collective is a busy and growing private counselling practice located in Penticton, British Columbia. We are committed to providing accessible, compassionate, and high quality mental health care to individuals, couples, and families within our community.
We are seeking a dependable, compassionate, and organized Administrator to join our team on a part time/casual basis. This position plays an important role in creating a welcoming experience for clients while supporting our counsellors and ensuring the smooth day to day operation of the clinic. As our practice continues to grow, there is potential for additional hours.
About the Role
As the Administrator, you will be one of the first points of contact for clients and play a key role in supporting both the clinical team and the overall operation of the practice. This position requires professionalism, adaptability, strong organizational skills, and a genuine desire to help others.
Key Responsibilities
- Manage the daily operations of the clinic to maintain a welcoming, organized, and professional environment.
- Schedule, reschedule, and cancel client appointments using the Jane practice management system.
- Respond to client inquiries by phone, email, text, and secure messaging with professionalism, empathy, and efficiency.
- Support contract counsellors with administrative, scheduling, and operational needs.
- Manage client intake, payments, invoicing, receipts, and direct billing.
- Coordinate referrals and maintain accurate and confidential client records.
- Communicate professionally with referral sources, insurers, and community partners.
- Help maintain a positive client experience while contributing to the continued growth of the practice.
About You
At Wild Mountain Wellness Collective, we foster a warm, collaborative, and supportive workplace where kindness, professionalism, and authenticity guide everything we do. We believe administrative staff play an essential role in helping clients access care and supporting our clinical team.
The ideal candidate is organized, compassionate, and enjoys working in a fast paced environment. You communicate with confidence, take initiative, solve problems independently, and genuinely enjoy helping people.
Key Attributes
- Excellent interpersonal and communication skills.
- Strong organizational skills and exceptional attention to detail.
- Ability to manage multiple priorities while remaining calm and professional.
- Ability to work both independently and as part of a team.
- Strong problem solving skills and willingness to take initiative.
- Professional, empathetic, and client centered approach.
- Ability to maintain confidentiality and exercise discretion.
- Proficiency with the Jane practice management system.
- Assist with social media content creation and scheduling, as needed.
Qualifications and Experience
- Completion of a Medical Office Assistant Certificate or Diploma, Office Administration program, or an equivalent combination of education and experience in a clinical or healthcare setting.
- Previous experience in a healthcare, counselling, or wellness environment is considered an asset.
- Previous experience using the Jane practice management system is required.
- Experience working with vulnerable populations is considered an asset.
- Successful completion of a Criminal Record Check.
If you are passionate about supporting others, enjoy working in a collaborative environment, and want to make a meaningful difference in the lives of individuals seeking mental health care, we would love to hear from you.
We thank all applicants for their interest. Only those selected for an interview will be contacted.
Pay: From $24.00 per hour
Work Location: In person
