Office Administrator

McBride Career Group Inc.; Okotoks; On-site; CAD 25,000 - 30,000; Part time

Benefits offered by this job

Accrued paid wellness/vacation time

Professional development opportunities

Collaborative environment

Job summary

Child Psychological Services & Wellness in Okotoks is seeking an Office Administrator to support daily operations in a child-focused mental health practice. You will manage scheduling, client records, billing, and insurance claims while maintaining a welcoming, confidential environment for children and families.

The role requires strong organizational and communication skills, discretion with sensitive information, and the ability to work in a dynamic clinical setting.

Qualifications

• Proven experience in an administrative or receptionist role (healthcare or child-focused environments an asset).
• Additional consideration will be given to applicants with education or coursework in psychology, counselling, social work, or related fields.
• Proficiency with computer systems and applications (experience with Jane App is a strong asset).
• Strong written and verbal communication skills.
• Excellent interpersonal skills, with a compassionate and calm demeanor.
• Ability to manage multiple tasks and adapt in a dynamic clinical environment.
• Discretion and professionalism when handling sensitive or confidential information.
• High school diploma or equivalent required; additional office admin training is an asset.

Responsibilities

• Greet clients and visitors with warmth, professionalism, and confidentiality
• Answer phones, emails, and client inquiries promptly and professionally
• Schedule appointments, manage waitlists, and handle calendar updates using Jane App
• Issue invoices and process payments through Jane App
• Process claims to insurance companies and government agencies
• Assign clients to the most appropriate clinician based on their needs and the availability of clinician
• Support clinicians with administrative tasks as needed
• Maintain and organize company records, files, and documentation
• Ensure all client data is handled in compliance with privacy laws and clinic policy
• Communicate effectively with children, youth, and parents or caregivers
• Troubleshoot minor technical issues related to scheduling or invoicing software

Skills

Administrative experience

Reception skills

Communication

Discretion

Confidentiality

Organizational skills

Education

High school diploma

Office admin training

Tools

Jane App

Microsoft Office

Job description

Company Name: Child Psychological Services & Wellness

Position: Office Administrator

Location of job: Okotoks

Job summary:

The Office Administrator plays a key role in supporting the daily operations of a child-focused mental health practice. This position is responsible for managing administrative tasks such as scheduling appointments, maintaining client records, handling billing and insurance claims, and providing a welcoming environment for children and families. The ideal candidate is organized, compassionate, and able to maintain confidentiality and professionalism while working in a sensitive healthcare setting.

Key Responsibilities:

• Greet clients and visitors with warmth, professionalism, and confidentiality
• Answer phones, emails, and client inquiries promptly and professionally
• Schedule appointments, manage waitlists, and handle calendar updates using Jane App
• Issue invoices and process payments through Jane App
• Process claims to insurance companies and government agencies
• Assign clients to the most appropriate clinician based on their needs and the availability of clinician
• Support clinicians with administrative tasks as needed
• Maintain and organize company records, files, and documentation
• Ensure all client data is handled in compliance with privacy laws and clinic policy
• Communicate effectively with children, youth, and parents or caregivers
• Troubleshoot minor technical issues related to scheduling or invoicing software

Qualifications:

• Proven experience in an administrative or receptionist role (healthcare or child-focused environments an asset)
• Additional consideration will be given to applicants with education or coursework in psychology, counselling, social work, or related fields
• Proficiency with computer systems and applications (experience with Jane App is a strong asset)
• Strong written and verbal communication skills
• Excellent interpersonal skills, with a compassionate and calm demeanor
• Ability to manage multiple tasks and adapt in a dynamic clinical environment
• Discretion and professionalism when handling sensitive or confidential information
• High school diploma or equivalent required; additional office admin training is an asset

What we offer:

• Collaborative environment – Work alongside psychologists, OTs, SLPs, and other professionals to deliver holistic, individualized care
• Supportive environment – We believe in giving you the resources you need to be confident, prepared, and to know you are a valued member of the team
• Modern, 1,750 sq. ft. office in a professional medical building, featuring:
• 2 play therapy rooms
• 3 individual/family therapy rooms
• Group therapy room
• Testing & observation room
• Warm reception area with ample seating
• Kitchenette with full-size fridge, microwave, and small appliances
• Accessible in-office bathroom
• Accrued paid wellness/vacation time
• Professional development opportunities through additional training and resources

Hours:

Part time

• Evening: Monday to Thursday 4:00pm to 8:00pm (Times are estimates)
• Weekend: Saturday 9:00am – 1:00pm

Note: Onboarding will require daytime availability

Permanent In office (This is not a remote position)