Location: West Kelowna, BC
Schedule: Monday to Friday, 8:00 AM to 2:30 PM
Hours: 30 hours per week

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, compassionate, and proactive Intake & Administrative Coordinator to support client intake, reception, and day to day administrative operations within our West Kelowna clinic.

Position Summary
The Intake & Administrative Coordinator plays an significant role in creating a welcoming and supportive experience for clients, counsellors, and community partners. This position is responsible for coordinating referrals, supporting clinic operations, managing communications, and assisting with administrative processes across assigned clinic locations.
The ideal candidate is personable, detail oriented, adaptable, and thrives in a collaborative and fast paced environment where professionalism, care, and strong organisational skills are essential.

The position is 30 hours a week with potential of becoming full time.

Key Responsibilities
Intake Coordination 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
- Participate in and assist with organising team gatherings and social events

Process and Software Management

- Ensure phones, internet, and clinic technology are functioning effectively
- Support software updates, operational processes, and administrative improvements as assigned by management
- Troubleshoot minor operational issues and escalate concerns when needed

Office Maintenance

- Create a warm, welcoming, and positive office environment
- Maintain office morale, organisation, and cleanliness
- Ensure clinic supplies remain stocked and organised
- Liaise with the building manager when required

Support to Other Staff

- Assist the Clinic Manager with assigned operational and administrative tasks
- Support Directors with projects related to other clinic locations and affiliated businesses




- Support the Community Relations Manager with local engagement initiatives and community related tasks

Qualifications and Experience

- Previous experience in administration, reception, client services, or office coordination
- 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 attention to detail and problem solving 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
- Employee assistance program
- Mental health days
- Positive and community focused work environment

How to Apply
We thank all applicants for their interest. Only those selected for an interview will be contacted.

Job Types: Part-time, Permanent

Perks:

- Dental care
- Employee assistance program
- Extended health care
- Vision care

Work Location: In person in West Kelowna

Job Types: Part-time, Permanent

Pay: From $26.00 per hour

Benefits:

- Dental care
- Employee assistance program
- Extended health care
- Vision care

Work Location: In person

📌 Intake and Administrative Coordinator (Canada)
🏢 Okanagan Clinical Counselling Services
📍 Canada