Bach Counselling Group is seeking a highly organized, proactive, and personable Clinic Operations & Client Care Coordinator to join our team.

This is a varied administrative and operations role within a busy mental health clinic. The successful candidate will be responsible for supporting the day-to-day operations of the practice while providing thoughtful, professional, and compassionate communication to clients, counsellors, and practicum students.

This position is well suited to someone who enjoys working independently, solving problems, managing competing priorities, and taking ownership of their work. The ideal candidate is highly organized, detail-oriented, comfortable working with sensitive and confidential information, and able to exercise sound judgment when navigating client and operational matters.

Responsibilities

Clinic Operations

- Coordinate the day-to-day administrative operations of the clinic
- Manage counsellor schedules, availability, vacation requests, cancellations, and schedule changes
- Coordinate appointments across multiple counsellors and clinic locations
- Identify and resolve scheduling and operational issues as they arise
- Maintain and improve administrative systems, procedures, and workflows
- Assist with the implementation of new systems, processes, and technology
- Prepare reports, spreadsheets, and other operational documents as required

Client Care & Communication

- Respond to client inquiries by phone, email, and text in a timely, professional, and compassionate manner
- Coordinate new client inquiries, intakes, consultations,



and appointments
- Assist clients with scheduling changes, cancellations, transfers, and other administrative questions
- Communicate clinic policies, fees, and procedures clearly and appropriately
- Follow up with clients regarding appointments and ongoing scheduling needs
- Handle sensitive and confidential client information with discretion and professionalism

Counsellor & Team Support

- Provide administrative support to counsellors and assist with scheduling and client-related administrative matters
- Support counsellor onboarding and changes to schedules and availability
- Manage practicum student onboarding and intern administration, including scheduling and communication
- Serve as a central point of contact for administrative questions and operational concerns

Billing & Administrative Support

- Assist with billing, payments, invoices, and account-related inquiries
- Complete general administrative tasks and documentation as required
- Assist with tracking and reviewing operational and client scheduling data

The Successful Candidate The successful candidate will:

- Have excellent written and verbal communication skills




- Be highly organized and able to manage multiple competing priorities
- Demonstrate strong attention to detail and follow-through
- Be comfortable working independently and taking initiative
- Have excellent judgment and discretion when dealing with sensitive client matters
- Be confident communicating with clients and professionals in a healthcare or counselling environment
- Be comfortable troubleshooting problems and finding practical solutions
- Be adaptable and able to work effectively in a fast-paced environment
- Have strong computer skills and be comfortable learning current software and systems
- Have a professional, warm, and client-focused approach

Experience & Skills

- 2+ years of administrative, clinic, healthcare, or customer service experience
- Experience in a healthcare, counselling, medical, or other client-service environment is an asset
- Experience with scheduling and appointment management
- Strong proficiency with Google Workspace and Microsoft Office, particularly Word and Excel/Google Sheets
- Experience with Jane App is an asset
- Excellent English communication skills, both written and verbal

Position Details

Job Type:

Part-time

Schedule:

Monday to Friday, daytime hours

Work Location:

Hybrid – North Vancouver, BC

Compensation:

$XX–$XX per hour, based on experience

Please note that this position involves working with confidential and sensitive client information and requires a high level of professionalism, discretion, and reliability.

📌 Clinic Operations & Client Care Coordinator (North Vancouver)
🏢 Bach Counselling Group
📍 North Vancouver