Key Responsibilities
Leadership& Team Oversight
- Serve as clinic figurehead and lead day-to-day operations
- Act as liaison between clinical/support staff and management
- Provide leadership, guidance, and supervision to the administrative team
- Demonstrate collaborative leadership and implement effective administrative processes
- Conduct annual performance reviews and provide constructive feedback
- Ensure the admin team meets quarterly with clinicians to review contracts, schedules, hours, and client base
- Support training and professional development
- Complete other duties as assigned by the Regional Operations Manager
Scheduling& Operational Coordination
- Ensure appropriate scheduling for clinicians and administrative staff
- Provide front desk coverage as needed
- Review daily schedules to confirm sessions are booked and billed appropriately
- Ensure smooth coordination of administrative processes and workflows
Payroll, Billing &Financial Administration
- Approve payroll hours, time off, and supervision hours by payroll deadlines
- Provide clinicians with bi-weekly compensation reports
- Oversee billing processes and submit required documentation to payroll
- Ensure client fees are collected appropriately, including verifying coverage and following up on outstanding balances
- Support ordering of necessary supplies
Compliance, Policies& Professional Standards
- Follow standard operating procedures and office policies
- Maintain confidentiality, professional ethics, and positive client relations in alignment with clinic, provincial, and federal standards
General Support &Continuous Improvement
- Contribute to continuous improvement of administrative practices
- Complete additional operational or project tasks as required
Qualifications
- Certificate or diploma in Administration, Business, or equivalent, with minimum 3 years’ experience in a clinic, healthcare, or professional services environment
- Demonstrated leadership, team coordination, and conflict resolution skills, with the ability to support administrative staff and collaborate effectively with clinicians and management
- Strong organizational, multitasking, and problem-solving abilities, with a high level of attention to detail and ability to manage competing priorities in a fast-paced setting
- Excellent customer service, interpersonal, verbal, and written communication skills, with the ability to maintain professionalism and confidentiality
- Experience with scheduling, billing processes, payroll coordination, and general office financial administration, including managing budgets and inventory
- Proficiency with Microsoft Office Suite and ability to quickly learn and effectively use electronic scheduling, billing, and reporting systems (experience with insurance billing considered an asset)
- Experience in a revenue-based private clinic and/or familiarity with Military or Veterans Affairs environments considered an asset, along with a strong work ethic and commitment to continuous learning
Core Competencies
- Strategic Thinking
- Leadership
- Decision-Making Skills
- Excellent Ability to Communicate
- Prioritizing Organization & Efficiency
- Takes Initiative to Identify Areas of Improvement or to Implement Solutions
- Professional Ethics and Integrity
- Collaboration & Teamwork
