Director of Clinic Operations & Growth
Brintnell Counselling & Psychology
Location: Edmonton, Alberta
Employment Type: Part-time
Work Arrangement: Primarily on-site
Brintnell Counselling & Psychology is a growing private mental-health clinic in Edmonton. We are seeking an experienced, highly capable Director of Clinic Operations & Growth to lead clinic operations, strengthen systems, support sustainable growth, and help guide the next stage of the business.
This is not a basic administrative or reception role. We are looking for someone who has already worked in a private psychology, counselling, psychotherapy, or mental-health clinic and understands what is required to run a high-functioning, client-centred, multi-clinician practice.
The successful candidate will be expected to take ownership of operational systems, identify risks and gaps before they become larger problems, lead administrative staff, improve accountability, monitor clinic performance, and bring forward practical recommendations to support growth, efficiency, client experience, and profitability.
This role is ideal for someone who is strategic, organized, calm under pressure, financially aware, confident leading people, and able to move work forward without requiring repeated direction.
Key ResponsibilitiesClinic Operations
- Oversee the day-to-day operations of a growing multi-provider counselling and psychology clinic.
- Ensure clinic systems, workflows, SOPs, checklists, task trackers, and handover processes are clear, current, and followed consistently.
- Identify operational gaps, inefficiencies, risks, or revenue leaks and bring forward clear recommendations with practical implementation plans.
- Maintain oversight of client-facing systems including inquiry response, consultation booking, intake coordination, appointment reminders, waitlist follow-up, rebooking, transfers, and client communication.
- Ensure administrative decisions and communications are documented accurately and consistently in client files where required.
- Monitor and improve processes related to billing, outstanding balances, cancellations, no-shows, sliding-scale arrangements, payment plans, invoicing, and client follow-up.
Jane App and Clinic Systems
- Independently manage and oversee Jane App workflows, including clinician schedules, booking, rescheduling, client profiles, administrative notes, invoices, payments, reports, direct billing workflows, and clinic documentation standards.
- Ensure staff are using Jane App accurately and consistently.
- Create and maintain training materials and quality-control processes related to Jane App use, booking, billing, client communication, and file documentation.
- Review reports and clinic data to identify scheduling gaps, clinician capacity issues, unbooked consultations, overdue follow-up, outstanding balances, and process concerns.
Team Leadership and Accountability
- Lead, schedule, train, support, and hold administrative staff accountable for completion of assigned work.
- Develop clear role expectations, onboarding plans, training checklists, performance standards, and handover procedures.
- Conduct regular staff check-ins and address repeated errors, incomplete work, missed deadlines, or unclear ownership promptly and professionally.
- Support recruitment, interview coordination, onboarding, offboarding, access setup, staff scheduling, and training plans.
- Resolve routine operational and staffing concerns independently, escalating only issues that require Founder or clinical leadership input.
Financial and Growth Oversight
- Support operational budgeting, expense tracking, purchasing controls, vendor coordination, contract follow-up, and cost-conscious decision-making.
- Monitor accounts receivable, outstanding balances, clinician capacity, booked-session volume, appointment availability, and operational trends.
- Assist with payroll preparation, clinician compensation tracking, reconciliation processes, and financial reporting.
- Help create and maintain systems that improve consultation-to-booking conversion, clinician utilization, rebooking, client retention, and follow-up.
- Prepare regular reports for the Founder that clearly identify completed work, outstanding priorities, risks, key metrics, recommendations, responsible parties, and deadlines.
Strategic Operations and Reporting
- Create and maintain a clinic dashboard that tracks key performance indicators, including:
- New inquiries and consultation bookings
- Consultation-to-booking conversion
- Clinician utilization and open capacity
- Cancellations, no-shows, and rebooking trends
- Outstanding balances and accounts receivable
- Referral and marketing-source performance
- Hiring pipeline, staffing needs, onboarding progress, and training gaps
- Operational risks, unresolved issues, and decisions required
- Use data and operational insight to advise the Founder on priorities, staffing needs, systems improvements, client-experience issues, growth opportunities, and resource allocation.
- Lead projects from planning through completion by assigning clear owners, timelines, deliverables, and follow-up steps.
Required Qualifications
- Minimum 5 years of experience in clinic operations, clinic management, practice management, or senior administrative leadership within a private psychology, counselling, psychotherapy, or mental-health clinic.
- Direct experience working in a multi-clinician private-practice environment.
- Hands-on Jane App experience is required. Applicants must be comfortable independently managing booking, clinician calendars, client profiles, administrative notes, invoicing, payments, reports, and practice-management workflows in Jane.
- Demonstrated experience supervising, scheduling, training, and holding administrative staff accountable.
- Experience creating and improving SOPs, workflows, task systems, training materials, quality-control processes, and operational documentation.
- Proven ability to identify problems independently, assess their impact, and bring forward solutions rather than waiting for detailed direction.
- Experience with billing oversight, outstanding balances, payment follow-up, clinician compensation or payroll preparation, invoicing, and operational reporting.
- Strong understanding of confidentiality, privacy, professional boundaries, and accurate documentation requirements in a mental-health or healthcare setting.
- Strong project-management skills, including the ability to manage multiple priorities, deadlines, staff responsibilities, and operational projects at once.
- Excellent written communication, judgment, organization, follow-through, and problem-solving skills.
- Comfort working with Google Workspace, spreadsheets, reporting tools, task-management systems, and clinic software.
- Edmonton-based and available to work primarily on site.
Preferred Qualifications
- Previous experience in a growing psychology or counselling clinic.
- Experience supporting Registered Psychologists, Registered Provisional Psychologists, Registered Social Workers, Canadian Certified Counsellors, or other regulated mental-health professionals.
- Experience improving clinic performance, capacity, revenue stability, client retention, consultation conversion, or staff accountability.
- Experience with Alberta privacy expectations and private-practice administrative processes.
- Post-secondary education in business administration, healthcare administration, operations, human resources, accounting, or a related field.
What We Are Looking For
The right candidate is someone who can see the full picture of a clinic, not just complete isolated tasks.
You are someone who notices when a system is not working, investigates the issue, develops a solution, and brings forward a recommendation with a clear plan.
You understand that a strong mental-health clinic requires reliable systems behind the scenes: consistent booking and billing processes, accurate file documentation, effective staff training, clear communication, timely follow-up, financial awareness, strong client experience, and accountability at every level.
You do not need to be told repeatedly what needs attention. You are comfortable taking ownership, creating structure, setting expectations, and helping the clinic grow in a sustainable and organized way.
How to Apply: Email: [email protected]
Please submit your resume and a brief cover letter addressing the following:
- Describe your experience working in a private psychology, counselling, psychotherapy, or mental-health clinic.
- Describe your hands-on experience using Jane App, including the specific workflows and features you managed.
- Share an example of an operational problem you identified and improved. What was the issue, what did you change, and what was the result?
- What metrics do you believe a growing counselling or psychology clinic should review regularly?
- Describe your experience managing staff accountability, incomplete work, missed deadlines, or repeated operational errors.
Only candidates selected for an interview will be contacted.
Pay: From $27.00 per hour
Work Location: In person
