Office Manager- Bedford

Allied Therapy Ltd.; Bedford; On-site; CAD 30,000 - 34,000; Full time

Benefits offered by this job

Three weeks paid vacation

Paid sick time

Company benefits

Job summary

Allied Therapy Bedford, Nova Scotia, is seeking an organized, proactive Office Manager to lead administrative operations at our Bedford clinic. This role goes beyond a senior receptionist, requiring oversight of scheduling, billing, and an administrative team to ensure families and therapists receive exceptional support.

As part of Allied Therapy, you will help protect billing processes, improve systems, and create a welcoming, professional clinic environment.

Qualifications

• Experience in healthcare or clinic administration preferred.
• Strong leadership and organizational abilities.
• Ability to lead, learn, organize, solve problems and follow through.

Responsibilities

• Lead administrative operations and supervise front desk staff.
• Maintain smooth clinic and front desk operations; identify owners for issues.
• Monitor scheduling; follow up on openings and waitlists; support rebooking.

Skills

Organization

Leadership

Scheduling

Billing/AR

Problem solving

Communication

Tools

QuickBooks Online

Scheduling software

Job description

Office Manager, Allied Therapy Bedford, Nova Scotia

Allied Therapy is looking for an organized, proactive and capable Office Manager to lead the administrative operations of our Bedford clinic. This is not simply a senior reception position. We're looking for someone who enjoys making a busy organization run well: keeping schedules moving, supporting an administrative team, solving problems before they become bigger problems, protecting billing and receivables, improving systems, and making sure families and therapists receive exceptional administrative support.

About Allied Therapy

Allied Therapy is an integrated therapy organization providing Speech-Language Pathology, Occupational Therapy, Behaviour Therapy, Clinical Therapy, Parent Coaching, group programs, telehealth, and school and community-based services. Our team works collaboratively rather than in isolated disciplines. Families receive coordinated support from professionals working toward shared goals. We believe families should always know what comes next. Our promise is simple: Always a way forward.

What You'll Be Responsible For

Leading Administrative Operations-

• Supervise and support Front Desk staff
• Delegate administrative work and follow up on completion
• Maintain smooth clinic and Front Desk operations
• Identify problems early and ensure they have a clear owner
• Improve recurring workflows, checklists and administrative systems
• Help create an organized, professional and welcoming clinic environment

Keeping Clients & Schedules Moving-

You’ll help make sure families can access available care and therapists' schedules remain organized. Clinical decisions remain with our clinical team. Your role is to make sure the administrative side of the plan actually happens.

You’ll:

• Monitor schedules and upcoming openings
• Identify clients requiring scheduling follow-up
• Coordinate waitlist movement
• Support cancellation recovery and rebooking
• Identify recurring schedule gaps
• Ensure administrative barriers to booking are resolved
• Coordinate scheduling issues with therapists and Clinical Leads

Billing & Accounts Receivable-

You’ll help protect the financial health of the clinic by ensuring billing and payment issues are identified and addressed promptly. You’ll:

• Oversee billing accuracy and timely submission
• Monitor outstanding accounts
• Coordinate follow-up on aged receivables
• Track government and third-party payments
• Identify missing billing documentation
• Maintain accurate billing and payment records
• Escalate significant issues appropriately

Contracts & Funding-

Allied Therapy works with families, government programs, schools and community organizations. You’ll help manage:

• Funding administration
• School and community agreements
• Estimates
• Funding documentation
• Partner follow-up
• Contract-related billing requirements

Client Experience-

You’ll help ensure families experience Allied Therapy as responsive, organized and compassionate from their first contact with us. That includes overseeing:

• Phones, email and client communication
• Intake and scheduling workflows
• Funding and billing questions
• Administrative concerns
• Timely follow-up
• A welcoming and professional Front Desk experience
  

Who We're Looking For-

You may be a strong fit if you're the person who naturally notices:

• something hasn't been followed up on
• a process isn't working
• a schedule has preventable gaps
• a payment is overdue
• someone isn't clear about what they're responsible for
• the same problem keeps happening and needs a better system

And then you do something about it.

We're looking for someone who demonstrates:

• Strong organization and prioritization
• Excellent judgment
• Initiative and follow-through
• Leadership and delegation skills
• High attention to detail
• Comfort with numbers, billing and administrative data
• Excellent written and verbal communication
• Strong client service skills
• Confidence learning new technology
• Ability to remain organized when priorities change
• Ability to work independently without needing constant direction

Experience-

Previous leadership experience is an asset, but we’re also interested in experienced administrators who are ready to take the next step into operational leadership. You don't need to know every system on your first day. We’re more interested in whether you can lead, learn, organize, solve problems and follow through.

Experience with any of the following is an asset:

• Healthcare or clinic administration
• Jane
• QuickBooks Online
• Accounts receivable
• Third-party or government billing
• Scheduling and capacity management
• Contracts or funding administration

Location-

36 Brookshire Court, Suite 200, Bedford, Nova Scotia. This is an on-site position.

Position- Full time, 37.5 hours a week, Monday to Friday 7:30- 3:30

Compensation:

Hourly range is $22–$25.00/hour based on experience, with company benefits, three weeks of paid vacation, paid sick time, etc.

Why Allied Therapy?

You’ll be joining a collaborative healthcare organization that believes excellent care requires excellent systems behind it. You’ll work alongside clinicians and leaders who care deeply about making services more accessible, coordinated and responsive for families. This role has meaningful ownership of how the clinic operates and the opportunity to make those systems better.

Equity & Inclusion

Allied Therapy is an equal opportunity employer. We encourage candidates of all backgrounds to apply. Preference will be given to applicants who identify as African Nova Scotian, a person from the African diaspora, a Person of Colour, a person with a disability, Indigenous, LGBTQ2+, and/or as being from another group for whom access to a safe and inclusive work environment is a concern.