About the Position

Dragonfly Counselling & Wellness is seeking an experienced, highly organized and proactive Office Manager to oversee the day-to-day administrative operations of our growing psychotherapy practice in Brantford.

This is a key role within our team. The Office Manager works closely with the Clinical Director and helps coordinate client intake and referrals, scheduling, administrative systems, clinician support and general office operations.

We are looking for someone who brings more than strong administrative skills. The right person will be proactive, dependable and comfortable taking ownership of their responsibilities. They can manage competing priorities, solve problems independently, recognize when something needs attention and follow it through without requiring constant direction.

About Dragonfly

Dragonfly Counselling & Wellness is a growing multidisciplinary psychotherapy practice providing in-person services in Brantford and virtual care across Ontario.

Our team provides individual, child and youth, couples, and family therapy, with experience in trauma and PTSD, grief, anxiety and depression, relationships, and culturally responsive mental health care.

Our work is grounded in human-centred care, cultural humility, trauma-informed and responsive practice, community and relationship, and growth and transformation.

We believe the client experience begins before someone enters the therapy room. How people are welcomed, supported, connected with the right clinician and guided through the process matters.

This Job May Be for You If:

- You’re highly organized and genuinely enjoy keeping things on track.
- You notice what needs to be done and take initiative without always needing to be asked.
- You can manage competing priorities and determine what needs attention first.
- You’re warm, approachable and professional with clients and colleagues.
- You enjoy solving problems and creating or improving systems.
- You have strong follow-through and don’t like letting things fall through the cracks.
- You’re comfortable working independently once you’ve been trained.
- You’re tech-savvy and learn new systems quickly.
- You can handle confidential and sensitive information with discretion.
- You enjoy being part of a collaborative team while taking ownership of your responsibilities.

Job Responsibilities:

- Manage current client inquiries, intake, referrals and bookings.




- Match clients with appropriate clinicians based on client needs, preferences, clinician expertise and availability.
- Follow referrals from initial inquiry through to booking and identify when follow-up is needed.
- Maintain awareness of clinician schedules and available capacity.
- Support client onboarding,including collecting and submitting initial paperwork and required documentation.
- Manage routine client communication, scheduling changes and administrative concerns.
- Coordinate administrative aspects of clinician and student onboarding.
- Support staff meetings, team communication and day-to-day clinician administrative needs.
- Oversee office supplies, vendors, invoices, bill payments and general office operations.
- Maintain Jane App, administrative files, forms, shared resources and Standard Operating Procedures (SOPs).
- Maintain referral tracking and administrative dashboards and provide regular updates to the Clinical Director.
- Coordinate with the Billing & Payroll Clerk regarding NIHB, billing and payroll processes.
- Identify gaps or problems in administrative processes and help develop practical solutions as the practice grows.

Requirements for the Position

- Minimum 3 years of relevant administrative experience in a busy professional environment.
- Strong computer skills, including proficiency with Microsoft Office, Excel and cloud-based systems.
- Demonstrated ability to independently manage multiple responsibilities and competing priorities.
- Strong organizational and time-management skills.
- Excellent written and verbal communication.
- Strong attention to detail and consistent follow-through.
- Strong problem-solving skills and professional judgment.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Ability to work independently while collaborating with a multidisciplinary team.

Strong Assets

- Experience in mental health, healthcare, medical, allied health or community services.
- Previous experience as an Office Manager, Practice Manager, Clinic Coordinator or senior administrator.




- Experience with Jane App or another electronic health/practice-management system.
- Experience with client intake and referral management.
- Experience coordinating clinician or healthcare-provider schedules.
- Familiarity with NIHB or other third-party funding programs.
- Experience developing SOPs, workflows or administrative systems.
- Experience tracking operational metrics or preparing reports.
- Experience supporting a growing small business or multidisciplinary healthcare practice.

How to Apply

We're looking for the right person to grow with our practice, so we'd like to learn a little more about you than a résumé alone can tell us.

Please submit your résumé along with brief responses to the following questions:

- What interests you about this position and working with Dragonfly Counselling & Wellness?
- What makes you a strong fit for this role, both in your experience and the way you work?
- How do you stay organized and manage multiple competing responsibilities?
- What experience do you have working in healthcare, mental health, community services or another busy qualified environment?
- What type of working relationship and leadership style helps you do your best work?
- Imagine it's Monday morning: a clinician has called in sick and several clients need to be contacted. Five new client inquiries arrived over the weekend, and another clinician has several openings that week. The Clinical Director is in sessions until noon. How would you approach your morning and determine what to prioritize?

Please email your application to [email protected] the subject line:

Office Manager Application – [Your Name]

Only applicants selected to move forward will be contacted.

Pay: $28.00-$30.00 per hour

Expected hours: 30.0 per week

Benefits:

- Casual dress
- Flexible schedule
- On-site parking

Application question(s):

- How many years of relevant administrative experience do you have in a busy professional environment?
- Do you have experience working in any of the following environments?

Mental health
Healthcare/medical
Allied health
Community or social services
Other busy professional environment

- Are you comfortable learning and working with electronic practice-management systems, spreadsheets, cloud-based documents and scheduling software?
- Are you able to work approximately 30 hours per week, primarily Monday–Friday, in person at our Brantford office?

Work Location: In person

📌 Office Manager – Mental Health Practice (Brantford)
🏢 Dragonfly Counselling and Wellness
📍 Brantford