Assistant Admin Supervisor

3 weeks ago

Mississauga, Canada Healing Roots Therapy Full time

We’re also looking for a motivated, organized, and compassionate Assistant Admin Supervisor to join our Admin Team at our Mississauga therapy office. If you love working with people, keeping things running smoothly, and supporting a team that makes a real difference in the community, this might be the perfect role for you

Key Responsibilities

- Team Leadership: Partner with the Clinical Admin Supervisor/Manager to supervise and guide the Admin Team, ensuring efficient operations and adherence to protocols.
- Client Support: Provide front desk support, assist with client consult calls, and handle overflow scheduling and bookings with precision and care.
- Quality Assurance: Oversee payment follow-ups, secure payment information, manage booking software, and ensure all documents are uploaded securely.
- Operational Excellence: Keep office areas and clinical files organized and compliant, conducting daily inspections to maintain a tidy and professional environment.
- Policy Implementation: Collaborate to roll out policies and procedures that enhance efficiency and elevate the quality of care we provide.
- Training & Development: Help conduct staff training sessions to ensure continuous growth and development within the admin team.
- Financial Management: Handle Jane Accounts Receivable (AR) tasks, including processing credits and refunds, and ensuring accurate financial documentation.
- Administrative Tasks: Manage scheduling, cover vacations for admin members, manage summary reports and insurance claims for clients, and maintain records with attention to detail, overseeing/delegating projects to admin team. Connecting with other professionals and clinics to help organize workshops within the clinic as well as organizing team get togethers.
- Client & Team Support: Address client complaints, manage escalated issues, and support day-to-day admin operations to keep everything running smoothly.
- Compliance: Ensure that all staff and clients maintain PIPEDA and PHIPPA procedures.
- Onboarding & Offboarding: Assist the Clinical Admin Supervisor/Manager with onboarding and offboarding members of the team.

Requirements

- A Diploma in Healthcare Administration or a Master in Business Administration is required (related field may be considered).
- 2-3 years in a clinical or medical office setting (Post-grad)
- 1-2 years of leadership experience.
- Familiarity with healthcare regulations, policies, and procedures is ideal.
- Experience with Jane software is an asset.
- Experience with Microsoft, Outlook, SharePoint, Teams and Adobe is a requirement.
- Ability to work both independently and as part of a team in a fast‑paced environment.
- Strong leadership, communication, and problem‑solving skills.
- Competitive pay: $21 – $23 per hour.
- Full‑time (37.5 hours per week) with hybrid work opportunities after initial training.
- Opportunities for health benefits.
- Friendly, supportive work environment.
- Team events and work get‑togethers.
- On‑site parking.

Work Hours

- Initial 2‑month training period:

- Mon‑Fri, 8:30 AM – 4:30 PM, 9 AM – 5 PM, or 1:30 PM – 9 PM.

- Regular schedule (2 virtual days and 3 in‑clinic support):

- Tues/Wed/Thurs: 12:30 pm‑8:30 pm/1:30 PM – 9 PM

- Fri/Sat: 8 AM – 4 PM

How To Apply

If you’re ready to join a collaborative, growth‑oriented team that values work‑life balance, professional development, and making a difference, we’d love to hear from you

Incomplete applications (including those without Big 5 Personality Test results,) may result in delayed follow‑up.

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