Emotion Wise Counselling
Join Our Team

Client Care & Admin Assistant(Part-Time)

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Organization: Emotion Wise Counselling
Location: 119 West Pender, Vancouver, BC (Primarily Virtual hybrid with some in-person work approx. monthly for 1-2 hours- Admin Assistant must be located in Greater Vancouver Area)
Hours: 2-3 hours/day, 5 days/week (10-15 hours/week to start, with opportunity to increase)
Compensation: $25–$30/hour, depending on experience, contractor role (not employee)
Start Date: As soon as possible
 

As our practice grows, we are seeking a detail-oriented, compassionate, and organized Client Care and Admin Assistant to support our clients and clinicians with day-to-day administrative operations.

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Position Overview

The Client Care and Admin Assistant will work alongside the clinic director and owner to ensure the clinic runs smoothly both internally and with client facing tasks. This role will be vital to  managing communication, scheduling, insurance coordination, and administrative support as well as helping manage internal systems and assisting the clinic owner with systems management. 

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The successful candidate will be professional, friendly, extremely organized, tech-savvy, and confident working independently.

 

Key Responsibilities

Client Communication & Support

• Respond to client inquiries by phone and email in a timely, warm, and professional manner during daytime hours-ideally throughout the day (rather than one 2-3 hour block)

• Provide information about services, therapists, availability, and clinic policies.

• Support clients through intake and onboarding processes.

• Communicate with therapists regarding new client inquiries

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Scheduling & JaneApp Management

• Schedule, reschedule, and confirm appointments using JaneApp.

• Monitor clinician availability and adjust calendars as needed.

• Support waitlist management and overall client flow.
   

Insurance & Billing Coordination

• Contact insurers to verify coverage and submit claims when applicable.

• Support clients in understanding billing processes and receipts.

• Assist clinicians with billing reconciliation or documentation as needed.

• Document and receive insurance claims
   

Administrative & Clinic Operations

• Maintain accurate and organized clinic documentation.

• Assist with the onboarding process for therapists including storing and organizing required information and communicating with therapists regarding documentation.

• Prepare simple reports or summaries when requested.

• Support the owner with needed admin tasks including setting up new insurers, updating marketing profiles, and miscellaneous administrative tasks

• Communicate with counsellors regarding new inquiries and administrative issues

• Uphold confidentiality in compliance with PIPA and clinic guidelines.

• Help with marketing needs when time allows including newlsetters and social media

• Occasional visit to office to help with in-person office organization and tidying

 

Qualifications

Required

• Preferred at least 2 years Experience in an administrative or client-service role (health, counselling, or medical settings an asset).

• Strong communication skills—warm, clear, and professional in communicating by phone and by email

• Ability to maintain confidentiality and work with sensitive information.
  Confidence using digital systems; experience with JaneApp strongly preferred.

• Excellent organization, time management, and attention to detail and knowledge of spreadsheets (google sheets)

• Ability to work independently with minimal supervision.

• Reliable internet connection and quiet and confidential workspace.

• Valid Work permit in Canada and residency in Greater Vancouver Area
   

Preferred Assets

• Experience within a counselling, wellness, or healthcare environment.

• Familiarity with insurance providers (e.g., Pacific Blue Cross, Sun Life, Green Shield).

• Understanding of trauma-informed client communication and comfort working with clients struggling with mental health issues.

• Ability to create and manage spreadsheets 

 

What We Offer

• Remote-friendly schedule.

• Supportive, values-driven workplace culture.

• Opportunity for increased hours as the clinic expands.

• Meaningful, client-focused work within a mental health setting.
   

*If you would like to apply to this position please send your cover letter and resume to info@emotionwise.ca with the subject line “I want to join the Emotion Wise Team*

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Due to the volume of applications we will not be able to respond to all applicants and only those selected for an interview will be contacted.