Location: Abbotsford, BC
Schedule: Sunday to Wednesday, 8:00 AM to 5:00 PM
Hours: 32 hours per week
Compensation: $26 to $29 per hour
About Us
OK Clinical Therapy Group is a trauma informed, community rooted counselling organisation serving communities across British Columbia. We are committed to providing inclusive, compassionate, and ethical mental health services while fostering a supportive and collaborative workplace culture for both clients and team members.
We are seeking a highly organised, people focused, and proactive Clinic Manager and Intake Administrator to support daily clinic operations, counsellor experience, and client intake services across assigned locations.
Position Summary
The Clinic Manager & Intake Administrator plays a key role in supporting the day to day operations of our Lower Mainland clinics while ensuring a welcoming, efficient, and well organised environment for clients, counsellors, and community partners.
This position combines clinic operations, intake coordination, reception, and team support responsibilities. The ideal candidate is personable, adaptable, detail oriented, and thrives in a fast paced environment where compassion, professionalism, and problem solving are essential.
Key Responsibilities - Clinic Management
Counsellor Experience
- Conduct regular check ins with counsellors
- Support counsellor engagement, satisfaction, and retention
- Provide on site support and escalate concerns when needed
- Maintain and update counsellor experience tracking systems
Clinic Environment
- Ensure clinic spaces are clean, functional, welcoming, and well maintained
- Coordinate facility needs and communicate issues to the Operations Manager
- Manage clinic supply ordering and inventory
Scheduling and Operational Support
- Monitor counsellor schedules and identify gaps or conflicts
- Support scheduling and room utilisation in collaboration with the Operations Manager
- Assist with operational coordination across assigned clinic locations
Systems and Technology Support
- Provide light systems and technology support on site as needed
- Troubleshoot minor issues and escalate concerns to the HR/IT Manager when required
- Ensure phones, internet, and clinic technology are functioning effectively
Client and Quality Support
- Support the resolution of minor client concerns and escalate issues appropriately
- Assist with quality assurance and operational improvement initiatives
Culture and Engagement
- Foster a connected, supportive, and positive clinic culture
- Coordinate team engagement activities, gatherings, and local events
- Support employee retention and engagement initiatives
Intake Administration and Reception
Client Intake and Reception
- Answer phones, greet clients, and manage voicemails professionally and compassionately
- Book referrals and process payments for in person clients
- Coordinate Employee Assistance Program referrals, online portal referrals, and extended health benefits
- Serve as a point of contact for assigned community partners
- Manage info@ emails, text communications, incoming faxes, and release of records requests
- Maintain organised and active communication through OneDrive and Slack
- Collaborate with the intake team to ensure consistent coverage and support for students and volunteers
Counsellor Support
- Respond to counsellor inquiries and requests with support from management
- Monitor and respond to Slack messages and team emails
- Support internal communication and team coordination
Office Maintenance
- Create a warm, welcoming, and positive office environment
- Maintain office morale, cleanliness, and organisation
- Ensure supplies are stocked and clinic spaces remain presentable
- Liaise with building management when required
Support to Other Staff
- Assist the Clinic Manager with operational tasks as assigned
- Support Directors with projects related to other clinic locations and affiliated businesses
- Support the Community Relations Manager with local engagement initiatives and community tasks
Qualifications and Experience
- Previous experience in administration, reception, office management, clinic coordination, or operations support
- Experience working in healthcare, counselling, non profit, or community based environments is considered an asset
- Strong organisational skills with the ability to manage multiple priorities
- Excellent interpersonal and communication skills
- Comfortable working independently and collaboratively within a team
- Strong problem solving and critical thinking abilities
- Proficiency with Microsoft Office, OneDrive, Slack, and scheduling systems
- Professional, compassionate, and client centred approach
- Ability to maintain confidentiality and exercise sound judgement
What We Offer
- Supportive and collaborative team culture
- Meaningful work within a growing mental health organisation
- Opportunities for professional growth and development
- Company events and team engagement activities
- Extended health and dental benefits
- Mental health days
- Employee assistance program
How to Apply
Apply through Indeed ad or email resume and cover letter to [email protected].
We thank all applicants for their interest. Only those selected for an interview will be contacted.
Job Types: Full-time, Permanent
Pay: $26.00-$31.00 per hour
Benefits:
- Dental care
- Employee assistance program
- Extended health care
- Vision care
Work Location: In person
