Current jobs related to Administrative Assistant – Private Psychology Practice - Burnaby BC VA R - Oceanside Psychology Group

IMPORTANT — PLEASE READ BEFORE APPLYING

This is a part-time only position (20–30 hours/week) and will not transition to full-time.

• Applicants must have consistent weekday availability between 8:00 a.m. - 5:00 p.m. and the ability to increase hours temporarily when coverage is required.
• This role is not suitable for students or anyone working another job that overlaps with our business hours. Applicants who are currently enrolled in school, planning to return to school, or considering future studies will not be considered.
• We are seeking someone who wants long-term, stable part-time administrative work, not a temporary role or stepping stone.
• If you have applied to Oceanside Psychology Group in the past for any role (Administrative Assistant, Office Manager, etc.), please do not reapply, as your application has already been reviewed and will not be reconsidered.
• Incomplete applications will not be considered. Applicants must submit: (1) Resume, (2) Cover letter, (3) Indeed screening questions, and (4) Big Five Personality Test results

About the Role

The Administrative Assistant/Clinic Coordinator plays a key role in supporting the smooth delivery of counselling and psychological services. As the first point of contact for clients, you help create a warm, organized, and professional experience while keeping our systems running efficiently.

This position begins remote, with the potential to transition to in-office work as our Burnaby office expands. Because our future offices may be located within approximately a 30-minute radius of our current location (near Production Way-University SkyTrain station), applicants must be able to commute comfortably to this general area if required.

Hours are 20-30 per week, depending on clinic needs.

Key Responsibilities

Client Care & Front Desk Support

• Provide exceptional client care via phone and email
• Conduct intake calls, schedule appointments, assist with payments and forms
• Match new clients with the appropriate therapist
• Maintain confidentiality and professionalism at all times

Administrative Coordination

• Manage scheduling and documentation using JaneApp
• Support therapists with billing, scheduling, and client follow-ups
• Track metrics, follow up on payments, and ensure files are accurate and secure

Office & Systems Management

• Maintain organized files and ensure accuracy in administrative processes
• Assist the team with workflow improvements and system updates
• Provide coverage and additional hours when required

Who You Are

We're looking for someone who is:

• Detail-oriented, organized, and able to juggle competing priorities
• Tech-savvy (Google Workspace, Gmail, online systems)
• A strong written and verbal communicator
• Reliable, consistent, and able to offer flexible coverage when needed
• Comfortable working independently and collaboratively
• Seeking a long-term, stable, part-time administrative role
• Not a student and not working another job that overlaps with our business hours (Monday-Friday, 8:00 a.m. - 5:00 p.m.)
• Familiarity with JaneApp or counselling/health care settings is an asset

This Role Is Not a Fit For You If…

• You are looking for a full-time role now or in the future
• You are a student or planning to return to school (students are not eligible for this role)
• You work another job that overlaps with our business hours (8:00 a.m. - 5:00 p.m.)
• You have limited weekday availability or cannot provide occasional extra hours
• You are seeking temporary work or a short-term stepping stone
• You are not comfortable following detailed instructions
• You live too far from Burnaby to commute comfortably if in-office work becomes required

Education & Experience

• Post-secondary education in administration, business, or a related field
• 3-5 years of administrative or reception experience (health care or counselling preferred)
• Experience with billing, scheduling, or insurance coordination is an asset
• Strong understanding of confidentiality and professionalism in a client-care setting

What We Offer

• Competitive compensation ($21/hour)
• Paid time off
• Supportive, inclusive work culture
• Opportunity to grow within the practice
• Remote work at the start with potential transition to in-office

Application Process - ALL STEPS REQUIRED

To be considered, applicants must:

• Submit a cover letter and resume through Indeed
• Complete all Indeed screening questions
• Complete the (free) Big Five Personality Test ) and email the standard report (not the summary) to Please include the subject line: "Administrative Assistant Application."
• Include the words "Administrative Assistant (PT)" at the top of your cover letter to confirm you have read this posting carefully. Applications missing this will not be considered.

Only applicants who follow the instructions and complete all steps will be considered. Shortlisted candidates will be invited to complete pre-interview questions, followed by an interview with the clinic owner.

Please Note:

To minimize disruption to client care and due to the high volume of applications we receive, we are unable to respond to phone inquiries about this position. Please follow the application instructions outlined above.

About Oceanside Psychology Group

Located near the Production Way-University SkyTrain station in North Burnaby, Oceanside Psychology Group provides evidence-based counselling and psychological services to individuals, couples, teens, and families, both in-person and online across British Columbia.

We value clinical excellence, warmth, and integrity, and we're committed to fostering a supportive, professional team culture.

Please note: We are unable to consider past or present clients for this position.

For more information on our practice, we invite you to visit:

We are unable to consider applicants who do not complete all application steps, who apply without the required availability, or who have previously applied to any Oceanside Psychology Group position.

Job Types: Part-time, Permanent

Pay: From $21.00 per hour

Expected hours: 20 – 30 per week

Benefits:

• On-site gym
• On-site parking

Application question(s):

• 1. Do you currently require sponsorship to work in Canada? Applicants requiring sponsorship cannot be considered.
• 1. Have you completed post-secondary education in business, administration, healthcare, psychology, or a related field (e.g., diploma, certificate, or degree)? Please note: Post-secondary education is required for this position. Candidates without a diploma, certificate, or degree will not be considered and are asked not to apply.
• 1. This role requires a minimum of 3 years of administrative/reception experience in a professional office setting. Do you meet this requirement? Applicants who do not meet this requirement will not be considered and are asked not to apply.
• 1. Are you currently enrolled in school, planning to return to school, or considering enrolling in school within the next two years? This position is not suitable for students or individuals planning future academic commitments, and such applicants are asked not to apply.
• 1. This role is part-time (20–30 hours/week), but shifts fall within our business hours. Are you consistently available Monday-Friday between 8:00 a.m. and 5:00 p.m. for scheduled shifts and occasional coverage? Applicants who are not consistently available within our business hours are asked not to apply.
• 1. Future onsite work may be required at our current Burnaby office (3292 Production Way) or at another location within approximately 30 minutes of this address. Applicants must be able to commute comfortably to this area on an ongoing basis. Are you able to do this?
• 1. Do you currently work another job that overlaps with weekdays between 8:00 a.m. and 5:00 p.m.? Applicants with overlapping jobs cannot be considered and are asked not to apply.
• 1. This is a permanent part-time role (20–30 hours/week) that will NOT transition to full-time. Are you exclusively seeking part-time work?

Applicants seeking full-time work cannot be considered and are asked not to apply.

• 1. Do you anticipate wanting or needing full-time work within the next 6–12 months? Applicants who expect to seek full-time work cannot be considered for this role and are asked not to apply.
• 1. What days and times are you available to work?
• 1. Do you have a private, quiet space at home with reliable high-speed internet for remote work?
• 1. If your typical shift is scheduled for specific days (e.g., Mon.-Wed.), are you open to occasionally covering additional hours when needed?
• 1. On a scale from 0 to 10, how would you rate how much you like talking on the phone to new clients in an admin/client booking function (where "0" is "not at all" and "10" is "I love it")?
• 1. Are you comfortable using electronic medical record systems or practice management software? Have you used JaneApp in a professional administrative capacity?

Work Location: Hybrid remote in Burnaby, BC V5A 4R4