Clinic Manager

HeLa Beauty & Medical; Petawawa; On-site; CAD 70,000 - 85,000; Full time

Benefits offered by this job

Salary $70k–$85k CAD

Staff discount on products/services

Paid sick days

PD days & conference attendance

Direct access to ownership

Job summary

HeLa Beauty & Medical in Petawawa is seeking an Operations Leader to own the day-to-day running of the clinic, enabling clinicians to treat and the owner to build.

You will oversee scheduling, charts, turnover, retail targets, and HR tasks from recruitment to performance documentation, with policy and patient experience oversight. This role blends operations, HR, and compliance to drive growth while upholding clinical standards.

Qualifications

• 3+ years in a management or supervisory role in a healthcare, medical aesthetics, dental, or multi-provider clinical setting
• Demonstrated hands-on HR experience: written warnings, progressive discipline, attendance files, workplace complaints with concrete examples
• Knowledge of the Ontario Employment Standards Act, Human Rights Code duty to accommodate, and defensible documentation
• Experience managing staff schedules, performance conversations, and daily operations
• Familiarity with practice management software (Jane App a significant asset), Excel/Google Sheets, and reporting
• Absolute discretion with confidential health and personnel information

Responsibilities

• Oversee daily clinic operations to support clinicians and growth
• Manage master schedule, coverage, and budgets for hours
• Control inventory across injectables, consumables, and retail
• Coordinate vendor and service contracts for equipment/devices
• Monitor booked-to-scheduled ratios and rebooking; drive retail targets
• Lead HR processes: recruitment, onboarding, attendance, discipline, and documentation
• Produce weekly/monthly reports for ownership on key metrics
• Ensure patient experience standards and compliance with policies

Skills

HR leadership

Staff scheduling

Policy compliance

Jane App

Excel/Sheets

Confidential information

Education

CHRP designation

Regulated health professional designation

Tools

Jane App

Excel/Google Sheets

Job description

About HeLa

HeLa Beauty & Medical is a CPSO-designated Level 2 Out-of-Hospital Premises in Petawawa,a six-treatment-room medical aesthetics and medical services clinic operating under a Medical Director and an affiliated plastic surgeon. We run advanced energy-based device treatments, injectables, and physician-supervised procedures alongside a full medical skincare retail program.

We are a regulated medical facility that happens to make people feel beautiful, and we hold ourselves to that standard in charting, infection prevention, documentation, and client care.

The Role

This is an operations leadership role, not a front-desk supervisor role. You own the day-to-day running of the clinic so that the clinical team can treat and the owner can build.

You will be accountable for whether the schedule is full, whether the charts are complete, whether the room turnover is happening, whether the retail targets are hit, and whether the team is showing up the way we've agreed to show up. If those things are drifting, you're the person who notices first and does something about it.

You also carry the HR function. That means recruitment, onboarding, attendance management, performance documentation, and progressive discipline sit with you,not on the owner's desk.

What You'll Own

Operations

• Daily clinic flow: provider schedules, room utilization across six treatment rooms, turnover standards, opening/closing accountability
• Master schedule maintenance, coverage planning, time-off approvals within budgeted hours
• Inventory and ordering across injectables, consumables, and retail; product sign-out reconciliation and shrink control
• Vendor, rep, and service-contract coordination for equipment and devices

Performance

• Booked-to-scheduled ratios, rebooking rates, and gap-filling; you actively manage the schedule, you don't just watch it
• Retail sell-through and Vivier program targets, including staff coaching on the retail conversation
• Charting completion reporting in Jane and follow-up with providers who are behind
• Weekly and monthly reporting to the owner on the metrics that matter

People & HR

This role carries the HR function for the clinic. You are the person who runs the process, not the person who reports the problem and waits.

• Full supervision of admin and clinical support staff: expectations, coaching, performance management, and follow-through
• Progressive discipline: you deliver it. Verbal coaching, documented conversations, written warnings, and performance improvement plans under HeLa's clinical standards and scheduling policies, applied consistently and documented contemporaneously
• Attendance and absence management under HeLa's Medical Leave, Attendance & Documentation Policy: notification compliance, documentation requests within scope-of-practice limits, and leave tracking
• Intake and investigation of workplace complaints: interviews, written findings, recommended outcomes
• Recruitment and onboarding: postings, screening, interviews, offer paperwork, orientation, probationary reviews
• Maintaining personnel files, policy acknowledgements, and training records to an audit-ready standard
• Return-to-work and modified-duties coordination, including functional abilities documentation
• Termination and accommodation decisions are made jointly with ownership; you build the file, run the process, and sit in the meeting

Compliance & Client Experience

• Complaint and refund handling: intake, root-cause review, resolution within policy, and reporting patterns back to ownership
• Setting the tone for the client experience from the moment someone walks in

Who This Is For

You’ll do well here if you:

• Are comfortable holding people accountable without making it personal; you can issue a written warning on Tuesday and still lead the team on Wednesday
• Write things down. Every time. Before you need them
• Think in numbers; utilization, conversion, hours, margin,and can explain what changed and why
• Move toward problems instead of routing them upward
• Have high standards for how a clinical space looks, sounds, and runs
• Want autonomy and are prepared to be measured on results

This role is not a fit if you're looking for a predictable administrative desk job or prefer to be told what to do each day.

Qualifications

Required

• 3+ years in a management or supervisory role in a healthcare, medical aesthetics, dental, or multi-provider clinical setting
• Demonstrated hands-on HR experience: you have written warnings, run progressive discipline through to conclusion, managed attendance files, and handled workplace complaints, and you can speak to specific examples
• Working knowledge of the Ontario Employment Standards Act, the Human Rights Code duty to accommodate, and what defensible documentation actually looks like
• Demonstrated experience managing staff schedules, performance conversations, and daily operations
• Strong comfort with practice management software (Jane App experience is a significant asset), Excel/Google Sheets, and reporting
• Absolute discretion with confidential health and personnel information

Assets

• CHRP designation or HR certificate
• Regulated health professional designation (RN, RPN, RRT, or similar) or medical aesthetics background
• Familiarity with IPAC standards and CPSO Out-of-Hospital Premises requirements
• Experience supporting a clinic through growth, consolidation, restructuring, or accreditation

What We Offer

• $70,000 - $85,000 annually
• Incredible staff discount on products and services
• 4 paid sick days per year
• Paid professional development days and employer-funded conference attendance
• Direct access to ownership, real decision-making authority, and a clinic that is growing

We are an equal opportunity employer and welcome applications from all qualified candidates. Accommodations are available on request at any stage of the recruitment process;please let us know what you need.