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Intake and Administrative Coordinator
2 weeks ago
Join Our Dedicated Team in Kelowna
Are you a self-driven, highly organised professional with a passion for supporting mental health services? OK Clinical Therapy Group, a leading private clinical counselling practice, is seeking a reliable Intake & Administrative Coordinator to join our welcoming team in our Kelowna clinics.
Why Work With Us?
- Meaningful Impact: Play a vital role in connecting our clients with our diverse team of counsellors and making a positive difference in your community.
- Supportive Culture: Join a team that values work-life balance, self-care, and ongoing support in a respectful and quiet work environment.
- Growth and Development: Gain experience in project management, tech systems, and clinical administration with continuous training and supportive leadership.
What You'll Do
- Be the warm, professional first point of contact for our clinic, welcoming clients and handling reception support with care and empathy.
- Manage a high volume of tasks, projects, referrals and initial intake assessments with strong communication and organizational skills for all locations.
- Support client payments, invoicing, and liaise with counsellors on client needs.
- Support leadership team with projects and administrative functions.
- Support client benefits, subsidies, and referral processes.
- Complete essential administrative tasks, including scanning, faxing, mailing, database management, portal oversight, and general duties.
- Provide clinic oversight, facility organization, and office upkeep.
- Contribute to project-based tasks and reporting, applying project management skills to improve systems and workflows.
- Always operate in accordance with organizations confidentiality policies, privacy standards, and ethical guidelines.
- Assist in maintain office and clinical space to ensure clean, organized and functional work environment.
Who You Are
- Self-Motivated and Flexible: Thrive in a fast-paced environment, taking ownership of tasks and adapting as needed.
- Tech-Savvy: Strong computer skills with proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and OneDrive/Microsoft Workspace; familiarity with JaneApp is a strong asset.
- Detail-Oriented and Organized: Excellent organizational skills with the ability to manage time effectively, strong typing skills, and attention to detail for accurate data entry and proofreading.
- Experienced in Administration: Previous experience in an administrative role or similar position is preferred, with knowledge of office management procedures and practices considered an asset.
- Customer-Focused: Experience in customer support or service roles is highly valued, demonstrating empathy and professionalism in all client interactions.
- Empathetic and Resilient: Comfortable handling a high volume of client calls and emails, demonstrating compassion and problem-solving skills.
- Collaborative yet Independent: A supportive team player with strong interpersonal skills who can also work independently, taking initiative on tasks under leadership guidance.
- Committed Long-Term: Reliability and a willingness to invest in a role with growth opportunities.
What's In It for You?
- 35–40 hours per week.
- A positive, supportive work environment with opportunities for professional development and meaningful contribution to mental health services in our province.
- Competitive benefits package.
Ready to Make a Difference?
Visit our website at to learn more about us, and send in your application today We're excited to meet the newest member of our team.
Please note that only those selected for an interview will be contacted. First-round interviews will be conducted online starting after Christmas. Thank you
Job Types: Full-time, Permanent
Pay: $23.00-$25.00 per hour
Expected hours: 35 – 40 per week
Benefits:
- Dental care
- Employee assistance program
- Extended health care
- Vision care
Work Location: In person
