Senior Front End Administrator
Apollo Physical Therapy Centre
Ottawa, ON | Full-Time
Lead the Patient Experience. Strengthen the Team. Help Drive Meaningful Care.
Apollo Physical Therapy Centre has been helping people move, recover, and live healthier lives for more than 23 years. We’re more than a multidisciplinary clinic—we’re a team committed to providing exceptional care while continually improving how we serve our patients.
We’re looking for a Senior Front End Administrator who thrives in a fast-paced healthcare environment and enjoys bringing leadership, structure, and accountability to a busy clinic. This is an ideal opportunity for someone who has grown beyond a traditional reception role and is ready to take ownership of front-end operations while supporting and mentoring an administrative team.
If you’re someone who enjoys creating efficient systems, solving problems, supporting your team, and ensuring every patient receives an exceptional experience from start to finish, we’d love to meet you.
What You’ll Be Doing
- Help lead the day-to-day operations of the front desk and administrative team.
- Lead by example while helping establish consistent processes and high service standards.
- Support, coach, and mentor front-end staff while fostering a collaborative team environment.
- Ensure schedules are optimized for both patient care and clinic efficiency.
- Resolve scheduling challenges, patient concerns, and operational issues with professionalism and confidence.
- Work closely with clinic leadership to improve workflows, identify opportunities, and implement new processes.
- Help monitor key administrative performance indicators and contribute to ongoing quality improvement initiatives.
- Coordinate communication between practitioners, patients, and administrative staff.
- Maintain accurate documentation and ensure administrative tasks are completed efficiently and consistently.
- Contribute to creating a welcoming, organized, and positive environment for both patients and staff.
We’re Looking for Someone Who…
- Has previous leadership or senior administrative experience.
- Has experience working in a multidisciplinary healthcare or clinical environment.
- Has experience using Jane App practice management software.
- Is highly organized and able to manage multiple priorities simultaneously.
- Is confident making decisions and taking ownership of challenges.
- Naturally looks for ways to improve systems rather than simply maintaining them.
- Communicates professionally and confidently with patients, practitioners, and teammates.
- Enjoys working in a fast-paced environment where no two days are exactly alike.
- Remains calm, solution-focused, and positive under pressure.
- Can balance attention to detail with an understanding of the bigger picture.
- Is analytical, logical, and enjoys solving complex operational problems.
- Understands the value of helping patients stay engaged in their care through effective communication, scheduling, and follow-up.
- Takes pride in creating an exceptional patient experience while supporting team success.
Qualifications
- Minimum 3–5 years of administrative experience in a healthcare or clinical setting.
- Previous leadership or senior administrative experience preferred.
- Experience with Jane App practice management software is required.
- Experience coordinating schedules within a busy multidisciplinary clinic is considered a strong asset.
- Experience with VAC or the veteran population is an asset.
- Strong computer proficiency and comfort learning new technology.
- Excellent written and verbal communication skills.
- Exceptional organizational and time management skills.
What Success Looks Like
The successful candidate will help create a front-end operation that is:
- Efficient and well organized.
- Patient-centred and welcoming.
- Supportive of practitioners and clinical staff.
- Consistent in its processes and communication.
- Focused on continuous improvement.
- Committed to delivering an exceptional patient experience every day.
Ready to Apply?
If you’re looking for an opportunity where you can make a meaningful impact, support a high-performing team, and contribute to a clinic that values innovation, accountability, collaboration, and exceptional patient care, we’d love to hear from you.
Please visit our website: www.apolloptc.ca for more in-depth information about us!
Job Type: Full-time
Pay: $23.00-$25.50 per hour
Application question(s):
- Tell us about a time you noticed a problem or opportunity for improvement. What did you do, what was your thought process, and what was the outcome?
- Tell us about a time you went above and beyond to create an exceptional experience for a patient, customer, or client. What motivated you, and what was the outcome?
Work Location: In person
