Clinic Administrator

We're Hiring! Part-Time Clinic Administrator **The Rooted Space Wellness Centre** **Position:** Part-Time Clinic Administrator **Location:** The Rooted Space Wellness Centre **Hours:** Part-time, with the potential to transition into a full-time position as the clinic grows **Compensation:** Based on experience **About The Rooted Space** The Rooted Space Wellness Centre is an integrative mental health and wellness clinic dedicated to supporting emotional, psychological, physical, and holistic well-being. Our multidisciplinary team offers psychotherapy, complementary medicine, and wellness services, including innovative approaches such as NeurOptimal® Neurofeedback and Psychedelic-Assisted Psychotherapy. We are committed to creating a welcoming, inclusive, and compassionate environment where individuals feel supported throughout their healing journey. We are seeking a warm, organized, proactive, and detail-oriented Part-Time Clinic Administrator to support the day-to-day operations of our growing wellness centre. **About the Role** The Clinic Administrator plays an essential role in supporting the client experience, coordinating administrative processes, and ensuring the smooth operation of the clinic. This position requires someone who can work independently, demonstrate initiative, maintain strong attention to detail, and confidently manage competing priorities. This is initially a part-time position, with the potential to grow into a full-time role as the clinic continues to expand. We are looking for someone interested in growing alongside the clinic and contributing to its long-term development. Key Responsibilities **Client Care & Communication** * Create a warm, welcoming, and professional experience for clients, both in person and virtually. * Respond to telephone calls, emails, voicemails, and general inquiries in a timely and compassionate manner. * Support new client inquiries, intake processes, registration, and appointment coordination. * Assist clients with scheduling, cancellations, rescheduling, and follow-up appointments. * Provide clear information about clinic services, administrative procedures, and next steps. * Demonstrate sensitivity, discretion, and professionalism when communicating with clients experiencing mental health challenges. **Clinic Administration & Operations** * Manage practitioner schedules, appointment bookings, and clinic calendars using Jane App. * Maintain accurate and confidential client records, intake documentation, and electronic health information. * Process payments, prepare invoices and insurance receipts, and assist with accounts receivable. * Coordinate administrative correspondence, documentation, and record management. * Monitor office supplies, inventory, and general operational needs. * Support the preparation and organization of treatment rooms, group spaces, and shared clinic areas. * Maintain a clean, organized, and welcoming environment in accordance with clinic polic