About Us : We are a well-established naturopathic and holistic wellness clinic in Ottawa dedicated to providing a peaceful, supportive healing environment. We operate as a tight-knit family—and we take pride in offering an exceptional experience from the moment a patient walks through our doors.
The Role: We are seeking a warm, proactive, and versatile Clinic Coordinator to serve as the face of our practice. In a small clinic setting, no two days are identical: you might be welcoming a new patient, refilling a natural health prescription, troubleshooting the printer, posting on social media or assisting our practitioners with a patient's concern.
If you thrive in a multi-tasking environment, love solving problems with grace, and enjoy making someone’s day brighter, you’ll fit right in.
Hours: Full-Time | Core Hours (~37.5 hrs/week) | Mixed Day & Evening Shifts + Occasional Saturdays
Current Schedule (until March 2027 - In coordination with our current part-time receptionist):
- Monday: 9:00 AM – 4:00 PM
- Tuesday: 1:00 PM – 8:00 PM
- Wednesday: 10:00 AM – 7:00 PM
- Thursday: 8:30 AM – 4:30 PM
- Friday: 8:00 AM – 5:00 PM
Schedule Flexibility Required: Because our part-time receptionist is a student whose availability changes seasonally, candidate flexibility to adjust shift times within our 7:30 AM – 8:30 PM operating window is essential. Occasional Saturday coverage (10 AM–3 PM) is also required.
Scheduling Ownership: Over time, you will take ownership of coordinating desk coverage and shift schedules directly with incoming student staff as team needs evolve. Priority is given to you as the full-timer to have your ideal schedule.
Key Responsibilities
- Patient Experience: Warmly greet visitors, answer phone inquiries, explain clinic services, and maintain a welcoming, serene reception area.
- Clinic & Schedule Operations: Manage appointments via JaneApp, process billing/payments, handle incoming/outgoing records with other health clinics, and manage clinic opening/closing procedures.
- Dispensary & Inventory: Receive product orders, refill natural health prescriptions, and manage inventory levels for office supplies and clinic products.
- Growth & Administrative Support: Assist doctors with product research, draft marketing materials, manage local bank deposits, and help streamline office workflows.
- Marketing & Clinic Growth: Manage the clinic’s social media presence (Instagram/Facebook), coordinate monthly patient newsletters, update website info, and help design promotional materials for clinic events or seasonal wellness services.
Qualifications
- Core Skills: 1+ years of administrative experience (medical, dental, spa, or wellness clinic administration strongly preferred).
- Tech Fluency: Proficient with computers and quick to adopt software (experience with JaneApp, MS Office, Google Workspace, and Google Calendar is a major plus).
- Basic experience with tools like Canva, GoHighLevel, Mailchimp (or similar email platforms), and social media management is a strong asset.
- Communication & Language: Bilingualism (English/French) is strongly preferred. Excellent phone etiquette and written communication skills are required.
- Certifications: CPR certification (or willingness to obtain upon hire).
- Clinic Culture: Discretion with confidential records, attention to detail, comfort working around our office therapy dog, and an interest in naturopathic or holistic medicine.
Preferred Experience (Higher Starting Pay Offered)
- Experience managing operations in a spa, integrative health, or wellness clinic setting.
- Background or interest in clinic marketing, social media, or strategic growth initiative support.
Job Type: Full-time
Pay: $50,000.00-$60,000.00 per year
Benefits:
- Extended health care
- On-site parking
Work Location: In person
