We believe that genuine care begins long before someone enters the counselling room. It begins with the admin voice that answers the phone, the welcome offered at the front desk, and the calm, capable presence that helps someone feel that they have finally come to the right place.

At Love This Therapy, we are looking for a kind, friendly, reliable, conscientious, and detail-oriented administrative professional who hopes to find more than simply a job; someone seeking a meaningful place to contribute, belong, and help people in this difficult world, as well as grow over the long term.

With strong Jane App and Microsoft 365 skills, excellent communication abilities, great command of written and spoken English, and a natural capacity to meet people with warmth, kindness, patience, and diplomacy, our admin/ clinic coordinator would help us hold the daily rhythm of our clinic, and we would be grateful for it.

This important role brings together front-desk support, thoughtful customer service and client care, clinic coordination, and occasional social media assistance for our thriving psychology and counselling clinic in South Surrey, BC. The ideal candidate is highly organized and able to prioritize, manage multiple responsibilities, and follow through with care and consistency.

We hope to find someone who takes genuine pride in their work, wants to become an integral part of our team, and feels excited to learn and grow alongside Love This Therapy for years to come.

Shifts may be Monday to Friday from 9:00 a.m. to 5:00 p.m., with some flexibility to be discussed during the interview process.

This role reports to the Clinic Director. The successful candidate will also occasionally provide personal and administrative assistance to the Clinic Director.

To succeed in this role…

You will thrive in this position if you have excellent command of the English language, as well as great interpersonal, communication, organizational, and problem-solving skills. You are highly confident using Jane App and Microsoft 365, exceptionally organized, and able to stay focused while managing multiple priorities.

You can attend to important details while also seeing the bigger picture. You bring initiative, sound judgment, and an entrepreneurial mindset to your work. Most importantly, you genuinely care about helping people, and about contributing to the vision and continued growth of the clinic.

About Us

We are a team of effective psychologists and counsellors who provide psychological assessments and counselling for a wide range of mental health, relational, neurodevelopmental, and wellness needs. We support people across the lifespan, including children, teens, adults, and older adults.

Through counselling,



we help people discover that even life’s most difficult seasons can hold a doorway or an opening into healing, growth, deeper connection, and a more meaningful way of being. We support people in holding the lives they have with greater compassion while gently building the lives they hope to create.

Our Vision

We empower and support people to live meaningful lives with greater ease.

Qualifications

● Some meaningful experience in client care, customer service, or administrative support, preferably at the front desk of a counselling, psychology, or allied-health clinic

Responsibilities

● Provide warm, professional, and client-centred front-desk support by welcoming clients, responding to telephone and email inquiries, assisting with client intake, maintaining waitlists, filling up appointment openings, and helping create a calm and supportive clinic experience.

● Manage appointment scheduling, clinician calendars, client communications, invoicing, payment processing, and administrative workflows using Jane App and Microsoft 365.

● Coordinate extended-health and third-party billing processes (through various, Extended Medical online portals) including direct billing, insurance claims, payment reconciliation, and ICBC-related administrative tasks.

● Maintain accurate and confidential client records, securely manage documentation, and support quality-assurance processes related to scheduling, billing, payments, and clinic operations.

● Assist counsellors and the Clinic Director with day-to-day administrative coordination, correspondence, special projects, and occasional personal-assistant responsibilities.

● Occasionally, when there is time, support social media and marketing initiatives using Canva and related platforms, including content for Facebook, Instagram, LinkedIn.

● Help maintain a welcoming, organized, and professional clinic environment through light cleaning duties, administrative upkeep, office organization, watering plants, and caring for shared spaces.

● Collaborate effectively with clinicians, administrative staff, and leadership while proactively responding to the evolving needs of a growing counselling and psychology clinic

Skills and Attributes of Our Ideal Candidate

- An excellent command of the English language,



with strong verbal and written communication skills
- Extensive experience using Jane App and the Microsoft Office or Microsoft 365 suite. Advanced knowledge of Jane App scheduling, invoicing, billing, payment processing, and client-management functions is a significant asset.

- The ability to communicate with nuance, compassion, patience, and professionalism, including when supporting clients through sensitive or challenging situations.
- Strong technological skills and a willingness to help team members resolve routine computer or software issues. We are a paperless clinic, and nearly all of our systems and communications are managed online.

- A friendly, conscientious, polite, and self-motivated approach, with the ability to work independently, proactively, and accurately under time constraints.
- Exceptional attention to detail, sound judgment, and a robust respect for privacy and confidentiality laws in BC and Canada.
- The confidence to contribute thoughtful ideas that may help the clinic improve and grow.
- The ability to manage multiple projects and priorities, honouring commitments, and ensuring that important details are not overlooked.
- An interest in innovation, continuous learning, and improving operational systems and processes.

- The ability to work comfortably and responsibly on your own while also enjoying collaboration with a talented and supportive team.

Application Process In addition to submitting your résumé and cover letter to [email protected], please complete and email the following: ● Please complete the Big Five Personality Test at https://www.123test.com/personality-test/ and share your results with us at [email protected] as a small part of the hiring process.

Love This Therapy welcomes applications from qualified candidates of all backgrounds. Accommodations are available during the selection process upon request.

We sincerely thank all applicants for their interest. Only those selected for further consideration will be contacted.

Pay: $23.00-$28.00 per hour

Benefits

- Company events
- Dental care
- Extended health care
- On-site parking
- Paid time off
- Vision care

Ability to commute/relocate:
- Surrey, BC V4A 9E3: reliably commute or plan to relocate before starting work (required)

Application question(s):
- How familiar are you with using the Jane app client management software as an admin? We expect strong Jane app skill set. (There is an independent training site you can access on your own to explore and learn skills)

Education:
- Secondary School (preferred)

Experience:
- admin assistant/ executive assistant/ clinic coordinator: 1 year (preferred)

Work Location: In person

📌 Administrative Assistant/ Clinic Coordinator (Surrey)
🏢 Love This therapy
📍 Surrey