Clinic Office Manager

**Schedule**: Monday - Thursday
**Start Date**: October 2025
**Compensation**: $25-$32 per hour based on experience
**Work Location**: In-person

**Reporting**: This position reports directly to the Naturopathic Doctor ('ND')

**Location**: Mt. Newton Valley, Saanichton, BC

This is a unique opportunity to be an integral long term team member in a peaceful, family-oriented naturopathic clinic situated on a scenic farm in the picturesque Mt. Newton Valley. Our clinic blends professional health care with the calm, grounding presence of the land.

**Position Overview**

As the first point of contact, you will play a vital role in creating a welcoming, calm, confidential and compassionate environment for patients. This is a busy, multi-faceted role that requires the ability to manage details accurately, shift smoothly between tasks, and maintain focus when multiple demands arise at once.

**Core Responsibilities**

**Patient Management**:

- Welcoming patients and ensure they feel comfortable and supported.
- Processing follow-up items (visit notes, treatment recommendations, prescription and supplement orders).
- Managing patient wait lists and ensuring timely response to inquires.

**Billing & Records**:

- Managing accurate physical and electronic medical charts.
- Ensuring billing and payment processing is timely and accurate.
- Process lab requests and referrals with attention to detail.

**Inventory & Supplies**:

- Monitor and order clinic and supplement inventory.
- Receive and organize supplements and clinic supplies.

**Administrative Duties**:

- Prepare and send letters and confidential correspondence.
- Managing the clinic database and maintaining accurate contact lists.

**Other Duties**:

- Ensuring daily cleanliness and readiness of the clinic and treatment rooms.
- Support smooth patient flow and efficient systems.
- Creating weekly farm bouquets for the clinic environment.
- Any other required duties which may arise.

**Required Skills & Qualifications**
- **Multi-tasking & Focus**: Ability to handle competing demands calmly and accurately in a busy environment.
- **Attention to Detail**: Strong organizational skills and reliable follow-through.
- **Interpersonal Skills**: Strong written and verbal communication skills with a natural talent for compassionate communication and ability to make patients feel supported.
- **Stress Management**:Resilient under pressure; maintains a calm, steady presence.
- **Autonomy**: Self started with excellent prioritization skills and mínimal need for supervision.
- **Technical Skills**: Proficiency in Mac, PC, MS Word, Excel; familiarity with JaneApp, Zoom and digital platforms is an asset.

**Education & Experience**
- 2+ years of experience in a healthcare/medical office setting; leadership/management experience is an asset.
- Completion of a recognized Medical Office Assistant, Business Administration or Administrative Assistant program an asset.
- Undergraduate degree or equivalent training considered.
- Commitment to personal growth and self-development.

**Character & Personal Qualities**
- **Values & Integrity**:You are a values based and committed individual - honesty, dependability and trustworthiness are integral to who you are, at all times.
- **Clear Communicator**: You value clarity and simplicity in systems.
- **Adaptable**: Open to feedback and direction. Flexible in problem-solving.
- **Purpose-Driven**: You understand the larger purpose behind your work and find meaning in helping others.
- **Attentive & Supportive**: Able to anticipate needs, assist and problem solve proactively.
- **Health-Focused**: Personally committed to wellness and balancing work and life.

**Additional Information**
- No weekends or statutory holidays.
- Structured onboarding with clear systems and check-ins at 30/60/90 days.
- Opportunities to support additional projects
- Support hiring and training of administrative support, if required.
- Actively seek opportunities to improve clinic operations and patient care.
- Conducting basic bookkeeping and processing payroll.
- Designing the seasonal newsletter templates, supporting the drafting and proofreading of content and managing the layout and presentation of the information.
- Managing course database and all communication pertaining to the course, including registration.
- **Bookkeeping Knowledge**: Experience with basic QuickBooks or basic reconciliation is preferred.
- **Marketing Support**: Familiarity with Kajabi or similar program for formatting and proofreading newsletters and course materials, is beneficial.

**To Apply**:
**Job Types**: Full-time, Permanent

Pay: $25.00-$32.00 per hour

Work Location: In person