Job Description

We are looking for someone to join our friendly and incredible team in an administrative role! This job is one part client care, one part executive assistant, and one part general clinic administration.

Who we are:

Bodymind Counselling and Psychotherapy Ltd is a private counselling clinic in downtown Victoria, providing both in person and online services. Our mission is to provide accessible and effective counselling care to people (primarily adults) in Victoria BC, and online across BC. We strive to give clients a meaningful and transformative experience of therapy. Our vibe is warm, caring, and authentic, with a good dose of humour and realness thrown in. Our Core Values are Empathy, Respect and Transparency.

Bodymind Counselling is also a teaching clinic. We have a regular rotation of student therapists who learn the practice of therapy. This also allows us to give back to our community by offering lower-cost counselling services.

Who you are:

You are highly organized and efficient. Developing systems and keeping things running smoothly comes naturally to you - and is also something you work hard at! Additionally, you have the added trait of being someone who really enjoys talking to people, and learning about the human experience. You have a passion for helping and connecting with others in a helping role. This role requires good judgment, empathy, and the ability to stay focused.

In this role you will be responsible for managing new client referrals at our busy clinic professionally, efficiently, and most importantly, with empathy. This involves matching clients to the right clinician so that they get the support they need, and handling all of the "onboarding" that comes before they actually get started with that therapist. Other tasks include answering questions, following up, scheduling free consultations, etc. Excellent communication skills are essential. You will also manage direct billing, receiving payments, and accounts receivable.

Additionally, you will split your time as a practice manager and an executive assistant to the clinic director. These responsibilities include scheduling, organizing, and tracking tasks, and ensuring that the practice runs smoothly. You should be able to give a status update on all projects at any given time. An irrational fondness of spreadsheets is an added bonus!

You will work primarily remotely, though in person tasks may require you to come to the downtown office occasionally (not more than every other week). The job hours will vary but are likely around 20 hours a week, and while you can largely set your own working hours, you will need to be responsive to client emails during working hours, so that people are not left waiting more than one business day. The number of hours available may grow over time as the clinic grows, but this is not guaranteed.

You are conscientious, details-driven, and excellent in written and oral communication. You are the first point of contact for most of our clients, and must leave them feeling supported, and welcomed, knowing that they've come to the right place. You also interface with our team of therapists regularly and are an integral part of ensuring that our clinic runs smoothly.

Qualifications

A minimum one year of successful experience in customer service and/or administrative support. Experience at a health clinic is preferred. A familiarity and comfort with CRM software, Google Suite, etc. Knowledge of JaneApp from the clinic side, or a demonstrated aptitude for picking up new software quickly. Comfortable talking about mental health and responding sensitively. Experience working remotely and independently is preferred.

Responsibilities

Client intake - review inquiry forms, respond to clients, set up consultation appointments Answering client calls, texts and emails Daily processing of client payments and management of Accounts Receivable, including follow ups Create and update therapist profiles, schedules, and service offerings in

JaneApp

Register therapists with direct billing platforms (e.g., Telus Health, Pacific Blue Cross, Greenshield) Set up clients for direct billing and process insurance claims Supporting therapists with client bookings, payments, administrating intake & consent forms, etc Ordering and maintaining office supplies Manage room allocations Research on request Help to plan team events (retreats, socials, etc) Assist with marketing activities, including social media Update Squarespace website as needed Update manuals as needed Pre-screen staff and student applications General clinic calendar management (blocking off holidays, booking meetings etc) You've read this carefully enough to know that when you email your resume you will use the subject line "I want to be your new administrative superstar"

Additional Skills & Attributes of our ideal candidate....

You are comfortable talking on the phone, including initiating phone calls. You are comfortable creating and using organizational systems, and have no trouble using a variety of software. You love finding ways to make it easier for other people to do their jobs. You learn new software tools and jump into projects easily. You tend to grasp what needs to be done faster than other people seem to. As the first point of contact for new clients looking for counselling, you have just the right combination of empathy and focus. You're able to respond quickly and keep the conversation on track with a focus on providing necessary information to someone so they can get booked in with a therapist that's a good fit for them. You are a dynamic, self-motivated individual with the ability to work independently, proactively and under pressure You have a strong ability to communicate professionally and with compassion to clients, and patience when dealing with challenging clients You have confidence to share ideas and constructive criticism to help us grow As the right-hand support to our clinic director, you are able to manage your time well, anticipate problems, come up with creative solutions, and make decisions without a whole lot of hand-holding. You are able to work independently, mostly at home, and willing to come into the office as needed to check on supplies, do some light cleaning, and get some face time with the team.
Hours will be 20 hours a week, though not every week will require this. The contractor is responsible for tracking and billing monthly for their hours.

This role will report to the Director, Sarah Pullman.

How to Apply:

Please email sarah@bodymindcounselling.ca to tell us why you're the perfect candidate for this job! In addition to submitting a resume and cover letter, let us know in the body of your email which TV, book, or movie character you strongly identify with and why. Please note that applications received directly through Indeed will NOT be considered. This is your chance to show us that you pay attention to detail and follow instructions.

Start Date: September 1, 2025 (or sooner if mutually agreeable)

Job Type: Part-time

Pay: $28.00 per hour

Expected hours: 15 - 25 per week

Experience:

customer service and/or administrative support: 1 year (required)
Location:

Victoria, BC V8W 1J6 (required)
Work Location: Hybrid remote in Victoria, BC V8W 1J6