We are looking for someone to join our friendly and incredible team in an administrative role! This job is one part client care, one part executive assistant, and one part general clinic administration.

WHO WE ARE:

Bodymind Counselling and Psychotherapy Ltd is a private counselling clinic in downtown Victoria, providing both in person and online services. Our mission is to provide accessible and effective counselling care to people (primarily adults) in Victoria BC, and online across BC. We strive to give clients a meaningful and transformative experience of therapy. Our vibe is warm, caring, and authentic, with a good dose of humour and realness thrown in. Our Core Values are Empathy, Respect and Transparency.
Bodymind Counselling is also a teaching clinic. We have a regular rotation of student therapists who learn the practice of therapy. This also allows us to give back to our community by offering lower-cost counselling services.

QUALIFICATIONS

• A minimum one year of successful experience in customer service and/or administrative support. Experience at a health clinic is preferred.
• A familiarity and comfort with CRM software, Google Suite, etc.
• Knowledge of JaneApp from the clinic side, or a demonstrated aptitude for picking up new software quickly.
• Comfortable talking about mental health and responding sensitively.
• Experience working remotely and independently is preferred.

ADDITIONAL SKILLS & ATTRIBUTES OF OUR IDEAL CANDIDATE….

• You are comfortable talking on the phone, including initiating phone calls.
• You are comfortable creating and using organizational systems, and have no trouble using a variety of software. You love finding ways to make it easier for other people to do their jobs.
• You learn new software tools and jump into projects easily. You tend to grasp what needs to be done faster than other people seem to.
• As the first point of contact for new clients looking for counselling, you have just the right combination of empathy and focus. You’re able to respond quickly and keep the conversation on track with a focus on providing necessary information to someone so they can get booked in with a therapist that’s a good fit for them.
• You are a dynamic, self-motivated individual with the ability to work independently, proactively and under pressure
• You have a strong ability to communicate professionally and with compassion to clients, and patience when dealing with challenging clients
• You have confidence to share ideas and constructive criticism to help us grow
• As the right-hand support to our clinic director, you are able to manage your time well, anticipate problems, come up with creative solutions, and make decisions without a whole lot of hand-holding.
• You are able to work independently, mostly at home, and willing to come into the office as needed to check on supplies, do some light cleaning, and get some face time with the team.
  Hours will be 20 hours a week, though not every week will require this. The contractor is responsible for tracking and billing monthly for their hours.
  This role will report to the Director, Sarah Pullman.
  How to Apply:
  Please email sarah@bodymindcounselling.ca to tell us why you’re the perfect candidate for this job! In addition to submitting a resume and cover letter, let us know in the body of your email which TV, book, or movie character you strongly identify with and why. Please note that applications received directly through Indeed will NOT be considered. This is your chance to show us that you pay attention to detail and follow instructions.
  Start Date: September 1, 2025 (or sooner if mutually agreeable)
  Job Type: Part-time
  Pay: $28.00 per hour
  Expected hours: 15 – 25 per week

Experience:

• customer service and/or administrative support: 1 year (required)

Location:

• Victoria, BC V8W 1J6 (required)

Work Location: Hybrid remote in Victoria, BC V8W 1J

• Client intake - review inquiry forms, respond to clients, set up consultation appointments
• Answering client calls, texts and emails
• Daily processing of client payments and management of Accounts Receivable, including follow ups
• Create and update therapist profiles, schedules, and service offerings in JaneApp
• Register therapists with direct billing platforms (e.g., Telus Health, Pacific Blue Cross, Greenshield)
• Set up clients for direct billing and process insurance claims
• Supporting therapists with client bookings, payments, administrating intake & consent forms, etc
• Ordering and maintaining office supplies
• Manage room allocations
• Research on request
• Help to plan team events (retreats, socials, etc)
• Assist with marketing activities, including social media
• Update Squarespace website as needed
• Update manuals as needed
• Pre-screen staff and student applications
• General clinic calendar management (blocking off holidays, booking meetings etc)
• You’ve read this carefully enough to know that when you email your resume you will use the subject line “I want to be your new administrative superstar”