Job Description

Job Summary

Are you an organized, proactive, and detail-oriented individual looking to make a real impact? Ready to be part of a vibrant team where your leadership, coordination skills, and expertise are valued and celebrated? Reflections Mental Health Group is seeking a growth oriented individual to lead our office in the position of Office Manager. This is a full time in-person position.

About Us

We are a growing therapy practice dedicated to transforming lives through supportive and compassionate care. Our team is committed to providing the highest quality mental health services in a warm and inclusive environment.

Our Vision

To transform lives by fostering a culture of empathy, collaboration, and excellence, enabling our clients to achieve sustainable well-being and personal success.

Our Core Values

Compassion - Providing empathetic, client-centered care. Integrity - Upholding ethical standards and transparency in all practices. Respect - Valuing each individual's unique journey and treating them with dignity. Work-Life Balance - Fostering a flexible and supportive work environment.

Key Responsibilities

Clinic Operations & Administration

Oversee daily clinic operations to ensure a smooth, efficient, and client-centered environment often including opening of the office each morning. Coordinate scheduling for clinicians, support staff, and client appointments. Able to assist with and complete general reception duties such as answering phone calls, responding to inquiries via email, assisting therapists with requests and scheduling meetings. In addition to photocopying, scanning, and assisting with various tasks. Manage office space and clinician availability. Maintain office supplies, assessment materials and equipment.
Client Intake & Customer Service

Maintaining the waitlist and assigning clients to therapists. Train administrative staff in confidential and compassionate communication. Ensure timely follow-up to inquiries and tracking of tasks using project management software (Asana). Bring escalated client concerns or complaints to the Clinic Director for planning and coordination of resolutions. Responsible for creating forms within practice management software as drafted by Clinic Director.
Financial Management

Overseeing billing, invoicing, and payment processing for clients including direct billing. Ensure accuracy of clinician invoices and recording of information for payment processing in a timely manner. Manage expenses and employee hours. Tracking of information within spreadsheets for Clinic Owner/Director to guide future decision making.
Employee Relations & Staff Support

Recruit, onboard, and train administrative staff. Maintain employee files in accordance with Ontario labour standards. Develop staff schedules, and be responsible for handling coverage of the admin team as situations arise. Foster a positive and supportive workplace culture for administration team.
Clinical Support, Documentation and Technology Management

Ensure accurate and timely clinical documentation and file management from an administrative position. Manage referrals/waitlists for assessment services. Manage clinic software platforms and IT troubleshooting.
Communication

Organize internal communication systems and team meetings. Responsible for creating Monthly Memos for the team. Liaison for communication with external service providers such as cleaner, book keeper, etc. Assisting with social media content. Assisting with creation of groups and workshops.

What we're looking for

Administrative Experience:

Must have experience working in a client facing office setting with the ability to handle multiple responsibilities in a fast-paced environment (bonus if that experience is in a therapeutic setting!) Supervisory experience is preferred, as this candidate would be responsible for managing the administrative team and coordinating a large team of therapists.

Creative Growth Mindset:

Seeking an individual who is flexible, always willing to try new things and has the office's best interest in mind. The ideal candidate continuously evaluates current processes and implements efficiency-driven improvements.

Flexibility in Availability:

Must be available to work in Ayr, Ontario Monday through Friday with flexibility to work outside of regular hours as needed. Technology Experience: Experience with Microsoft Office and Google Suite is required and practice management software is an asset (such as: Jane, OWL Practice)

Problem Solver:

Able to identify, troubleshoot, and resolve problems as they arise.

Compassion & Empathy:

A genuine desire to help others and a deep commitment to client-centered care.

Team Player:

Ability to collaborate effectively with colleagues and contribute to a supportive team environment.
This position offers an opportunity for a dedicated professional to contribute significantly to our organization's success through effective office management.

Job Type: Full-time

Pay: $25.00-$30.00 per hour

Expected hours: 35 - 40 per week

Education:

DCS / DEC (preferred)
Experience:

Administrative: 3 years (preferred) Supervising: 1 year (preferred)
Work Location: In person