Administrative Assistant

This position is a part-time role working 8:30 AM – 4:30 PM, 4 days per week (Monday–Friday flexibility required). Compensation starts at  $20/hour .

We are a well-established and growing psychology clinic seeking a highly organized, personable, and dependable Administrative Assistant / Client Care Coordinator to join our small, close-knit team. As the first point of contact for clients, you will play an important role in creating a warm, professional, and welcoming environment while ensuring the clinic runs smoothly day to day.

The ideal candidate has a cheerful disposition, strong multitasking abilities, excellent customer service skills, and thrives in a fast-paced environment. The successful candidate will be adaptable, team-oriented, and comfortable working within a collaborative environment where feedback is encouraged.

Job Responsibilities

Coordinate and schedule intakes and ongoing appointments for several clinicians

Manage several clinicians’ calendars and booking schedules

Maintain and organize the waitlists

Answer and direct incoming phone calls professionally and compassionately

Greet clients and create a welcoming clinic environment

Respond to emails and client inquiries in a timely manner

Process payments, billing, referrals, and general administrative tasks

Handle reception duties including filing, record keeping, faxing, and data entry

Provide information regarding clinic services including counselling, assessments, consultations, and related services

Work collaboratively with the whole administrative team and divide tasks as needed

Maintain strict confidentiality and handle sensitive information with professionalism

Qualifications & Experience

2+ years of experience in healthcare, wellness, counselling, or administrative support preferred

Ability to multitask, problem-solve, and “think on your feet”

Post-secondary education or an equivalent combination of education and experience

Strong organizational skills and high attention to detail

Excellent written and verbal communication skills

Strong customer service and interpersonal abilities

Comfortable working independently and as part of a small team

Professional, adaptable, and calm under pressure

Comfortable with constructive feedback and collaborative teamwork

Strong computer skills including Microsoft Office and Windows

Knowledge of JANE Clinic Management software is an asset

Knowledge or interest in psychology and mental health services is an asset

Second language is an asset but not required

What We’re Looking For
We are looking for someone reliable, proactive, and genuinely interested in contributing to a supportive clinic environment long term. The right person is compassionate with clients, highly organized behind the scenes, and must be able to balance multiple priorities while maintaining professionalism and warmth throughout the day.

Benefits

On-site parking

Ability to commute/relocate

Richmond, BC: reliably commute or plan to relocate before starting work (required)

Education

Secondary School (required)

Experience

Appointment scheduling: 1 year (preferred)

Front desk: 2 years (required)

Administrative: 2 years (required)

Licence/Certification

drivers licence or are willing to take public transportation (required)

Job Type: Part-time

Pay:
From $20.00 per hour

Work Location
In person

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