Clinic Administrative Assistant – Jane App Experience Required
Location: Edmonton, Alberta
Company: Brintnell Counselling & Psychology
Job Type: Part-time, permanent
Work Location: In person
Starting Hours: Approximately 10–20 hours per week, with hours expected to increase as the clinic grows
Schedule: Flexible daytime, evening, and weekend availability required
Compensation: $18
About Brintnell Counselling & Psychology
Brintnell Counselling & Psychology is a growing multidisciplinary mental health clinic in Edmonton. We are seeking an experienced and highly capable Clinic Administrative Assistant who can confidently manage clinic administration, use Jane App independently, and ensure tasks are completed accurately and on time.
This is not an entry-level position. Previous hands-on experience using Jane App in a private healthcare or mental health practice is mandatory. Applicants without direct Jane App experience will not be considered.
The successful candidate will be proactive, technically confident, resourceful, and comfortable working independently. We need someone who notices what needs to be done, finds appropriate solutions, follows through, and ensures nothing falls through the cracks.
We are looking for someone who genuinely wants to establish a stable, long-term role with our clinic. This position is not intended for someone seeking temporary or short-term employment.
Scheduling and Availability Requirements
This position will begin with approximately 10–20 hours per week. Hours and responsibilities are expected to increase as the clinic grows.
Applicants must:
- Have flexible daytime, evening, and weekend availability
- Be available to work a combination of weekday and weekend shifts
- Be able to adjust their availability according to the clinic’s changing needs
- Have the capacity and willingness to accept additional hours over time
- Be dependable and consistently honour agreed-upon shifts
- Be seeking stable, long-term employment
This role is not suitable for someone whose availability is permanently limited to 10–20 hours per week, who has limited scheduling flexibility, or who is seeking short-term employment.
Required Experience and Qualifications
- Direct, hands-on experience using Jane App
- Previous administrative experience in a private healthcare, psychology, counselling, or related clinical setting
- Strong technical skills and the ability to learn unfamiliar systems quickly
- Experience managing appointment schedules, client profiles, intake forms, documentation, invoicing, payments, and administrative workflows
- Excellent written and verbal communication skills
- Strong attention to detail and a commitment to accuracy
- Ability to prioritize competing responsibilities in a busy clinic
- Ability to work independently without ongoing reminders or close supervision
- Professional understanding of confidentiality, discretion, and client boundaries
- Reliable transportation and consistent in-person availability at our Edmonton clinic
- A genuine interest in building a long-term position with the clinic
Knowledge of College of Alberta Psychologists guidelines and experience with insurance billing, direct billing, or extended health benefits are considered strong assets.
Key Responsibilities
- Respond promptly and professionally to client inquiries by telephone, email, and text
- Book, reschedule, and manage client appointments through Jane
- Maintain accurate client profiles, notes, forms, documents, and billing information
- Support intake, consultation, and client-matching processes
- Process invoices, payments, direct billing, and outstanding balances
- Upload reports, referrals, insurance documents, and other records to the appropriate client files
- Support clinicians with scheduling and administrative needs
- Monitor inboxes, voicemails, follow-up lists, and task trackers
- Follow up with prospective and existing clients as required
- Document completed actions clearly so other team members understand what was done
- Follow established clinic procedures and identify areas requiring clarification or improvement
- Troubleshoot routine technical and administrative issues independently
- Research possible solutions before escalating non-urgent issues
- Recognize when an issue requires immediate escalation
- Complete assigned tasks fully, accurately, and within the expected timeframe
- Ensure open tasks are followed through to completion
- Assist with general in-person clinic operations, organization, opening, and closing duties
- Provide coverage for other administrative team members as needed
What We Are Looking For
You may be a strong fit if you:
- Take initiative and do not wait to be reminded about unfinished work
- Learn quickly, retain new information, and apply feedback
- Are confident using technology and troubleshooting routine issues
- Think critically and use sound judgment
- Look for answers and possible solutions before escalating a problem
- Pay close attention to details and catch errors early
- Can distinguish urgent client needs from lower-priority administrative work
- Manage your time effectively and adjust priorities when circumstances change
- Keep accurate notes and communicate clearly with the team
- Follow established procedures while recognizing when information or a process is missing
- Finish tasks completely and consistently close loops
- Remain calm, professional, and client-centred under pressure
- Can work independently while collaborating effectively with a team
- Are highly motivated, accountable, dependable, and self-directed
- Want to grow with the clinic and contribute over the long term
Why Work With Us?
- Welcoming, professional, and values-driven team
- Meaningful work supporting mental health services in the community
- Clear expectations and opportunities to contribute ideas
- Potential for increased hours and responsibility as the clinic grows
- Opportunity to help strengthen the systems of an expanding practice
- Stable, long-term opportunity for the right person
How to Apply
Please email your résumé to [email protected] with “Clinic Administrative Assistant” in the subject line.
In the body of your email, please answer the following questions:
- Where did you use Jane App, and for approximately how long?
- Which Jane App functions did you use independently?
- What experience do you have working in a private healthcare or mental health practice?
- What experience do you have with insurance or direct billing?
- Please provide an example of a workplace problem you identified and resolved independently.
- What daytime, evening, and weekend hours are you regularly available?
- Are you willing and able to increase your hours beyond 10–20 hours per week as the clinic grows?
- Are you seeking a stable, long-term position?
Jane App experience, flexible daytime/evening/weekend availability, the capacity to increase hours, and a genuine interest in long-term employment are mandatory. Applications that do not clearly address these requirements will not be considered.
Pay: $19.75-$31.00 per hour
Expected hours: 10.0 – 20.0 per week
Benefits:
Work Location: In person
