Clinic Administrative Support Supervisor

All Brains Clinic; Vancouver; On-site; CAD 60,000 - 75,000; Full time

Benefits offered by this job

Paid vacation

Paid sick leave

Job summary

All Brains Clinic Ltd., a Vancouver-based mental health and assessment clinic, seeks a Clinic Administrative Support Supervisor to lead and coordinate our administrative support team and keep clinic operations running smoothly. The successful candidate will supervise a team of five administrative staff and coordinate daily workflows with clinicians.

The role requires 2–3 years of supervisory experience, strong organizational and communication skills, and proficiency with scheduling tools.

Qualifications

• Completion of secondary school is required.
• College courses related to office/administrative support are usually required.
• 2 to less than 3 years of supervisory experience.
• Experience in a clinic, medical office, or high-volume service environment is an asset.
• Familiarity with scheduling software such as Monday.com or Calendly.
• Strong organizational, scheduling and communication skills.
• English language proficiency required.

Responsibilities

• Co-ordinate, assign and review the work of reception, scheduling, patient-intake and records staff.
• Establish work schedules and office procedures and coordinate daily administrative workflow with other clinic units.
• Resolve administrative workflow problems and prepare routine operational reports.
• Train administrative support staff in job duties, privacy/confidentiality procedures, and clinic policies.
• Requisition office supplies and ensure smooth operation of office equipment, arranging maintenance and repairs as needed.
• Coordinate appointment scheduling and patient flow with the clinic's clinicians.
• Perform administrative support duties alongside the team as required.

Skills

Staff supervision

Scheduling

Organizational skills

Communication skills

English proficiency

Education

Secondary education

Office/administrative support coursework

Tools

Monday.com

Calendly

Job description

All Brains Clinic Ltd., a Vancouver-based mental health and assessment clinic, is seeking a Clinic Administrative Support Supervisor to lead and coordinate our administrative support team and keep clinic operations running smoothly.

The successful candidate will supervise a team of 5 administrative support staff (reception, scheduling, patient intake, and records) and coordinate daily scheduling and administrative workflow with the clinic's clinical team of psychologists, psychiatrists, and specialists.

Position details

• Permanent / indeterminate, full-time, 30 regular paid hours per week, non-seasonal
• Work location: 6205 West Blvd, Vancouver, BC V6M 3X4 (on-site)
• Start date: As soon as possible
• Language of work: English
• Benefits: Paid vacation and paid sick leave in accordance with BC Employment Standards
• NOC: 12010 — Supervisors, general office and administrative support workers (TEER 2)

Main duties

• Co-ordinate, assign and review the work of reception, scheduling, patient-intake and records staff
• Establish work schedules and office procedures and coordinate daily administrative workflow with other clinic units
• Resolve administrative workflow problems and prepare routine operational reports
• Train administrative support staff in job duties, privacy/confidentiality procedures, and clinic policies
• Requisition office supplies and ensure smooth operation of office equipment, arranging maintenance and repairs as needed
• Coordinate appointment scheduling and patient flow with the clinic's clinicians (psychologists, psychiatrists, and specialists)
• Perform administrative support duties alongside the team as required

Requirements

• Completion of secondary school required
• Completion of college courses related to office/administrative support usually required
• 2 to less than 3 years of experience supervising office / clerical / administrative support staff required
• Experience in a clinic, medical office, or high-volume service environment is an asset
• Familiarity with workflow management or scheduling software (e.g., Monday.com, Calendly, or similar) is an asset
• Strong organizational, scheduling and communication skills
• English language proficiency required

All Brains Clinic Ltd. is an equal-opportunity employer. We welcome applications from all qualified candidates, including Canadian citizens and permanent residents, who are legally able to work in Canada.