Job title: Front Desk Receptionist
Organization: Island Clinical Counselling — Downtown Nanaimo
Location: Downtown Nanaimo (will answer phones for five clinic locations)
Type: Monday to Thursday 9am to 6pm; possible full-time options
Start date: December or January
About us
Island Clinical Counselling is a client-focused counselling clinic with five locations serving Vancouver Island. Our Downtown Nanaimo front desk receptionist will be the welcoming first point of contact for clients and plays a key role in keeping the clinic running smoothly and respectfully in a mental-health setting.
Role summary
We are seeking a friendly, organized Front Desk Receptionist to answer phones for all five locations, greet in-person clients at our downtown office, manage appointment bookings and scheduling, respond to emails, and maintain general office organization and upkeep. The ideal candidate is calm under pressure, professional, discreet, and comfortable working in a mental-health clinic environment.

Key responsibilities

• Answer and route incoming phone calls for all five clinic locations (screen, transfer, and take accurate messages)
• Greet and check in clients in-person at the Downtown Nanaimo office; create a warm, professional reception experience
• Book and manage client appointments; manage scheduling changes and cancellations
• Respond to client emails and follow up as needed
• Use clinic systems to schedule and coordinate appointments across locations
• Maintain general office organization and perform routine office maintenance and supplies management
• Ensure confidentiality and professionalism in all client interactions
• Assist with light administrative tasks as needed (filing, data entry, preparing client forms)

Required qualifications & skills

• Comfort and experience working with the public; professional, patient, and client-focused demeanour
• Proficiency with computers and common office software (email, web-based apps)
• Strong written and verbal communication skills
• Ability to learn and use clinic-specific software, including RingCentral, Google Docs, and Jane App (Janeapp)
• Comfort learning and understanding topics related to mental health in order to match clients with appropriate counsellors
• Excellent organizational skills and attention to detail
• Ability to maintain confidentiality and handle sensitive information with discretion

Assets (preferred)

• Psychology or related experience is an asset
• Previous experience in a health/mental-health clinic or multi-location practice
• Familiarity with appointment management and client intake procedures

Working conditions

• In-person front-desk role at the Downtown Nanaimo office
• Daytime shifts

Call to action
Interested? We’d love to hear from you. Please submit your resume and a brief cover letter explaining your interest and relevant experience. Applications will be reviewed on a rolling basis until the position is filled.
Job Types: Full-time, Part-time, Permanent
Pay: $20.00-$25.00 per hour
Expected hours: 32 – 40 per week

Benefits:

• Company events
• On-site parking

Work Location: In perso

• Answer and route incoming phone calls for all five clinic locations (screen, transfer, and take accurate messages)
• Greet and check in clients in-person at the Downtown Nanaimo office; create a warm, professional reception experience
• Book and manage client appointments; manage scheduling changes and cancellations
• Respond to client emails and follow up as needed
• Use clinic systems to schedule and coordinate appointments across locations
• Maintain general office organization and perform routine office maintenance and supplies management
• Ensure confidentiality and professionalism in all client interactions
• Assist with light administrative tasks as needed (filing, data entry, preparing client forms