Island Clinical Counselling
Practice Operations Manager
Full-Time | $30.00/hour Starting Wage | Health Benefits & Incentive Bonuses | Non-Clinical Role
Hybrid Position | Flexible Hours | Travel Between Office Locations Required
About Island Clinical Counselling
Island Clinical Counselling is a growing group practice dedicated to providing compassionate, high-quality mental health services to our community. We are a collaborative team of counsellors and staff who value professionalism, care, and a supportive workplace culture. As we continue to grow, we are looking for a motivated and organised individual to help keep our practice running smoothly behind the scenes.
About the Role
The Practice Operations Manager is a newly created people-first role at Island Clinical Counselling. This position is at the heart of our team experience — supporting our clinicians through onboarding, managing staff and student relations, overseeing HR processes, and helping create a workplace where our team can thrive. You will work closely with the Practice Director to ensure staff feel supported, informed, and set up for success.
This is a non-clinical role. You will not be providing counselling or clinical services.
Compensation & Benefits
- $30.00 per hour starting wage
- Full-time position
- Extended health benefits
- Performance-based incentive bonuses
- Hybrid position — combination of work from home and in-office
- Flexible scheduling of hours available
- Travel between office locations required — reliable transportation is necessary
Key ResponsibilitiesHuman Resources & Staff Relations
- Serve as the first point of contact for staff HR questions, concerns, and complaints
- Lead onboarding and offboarding processes for all clinicians and staff, ensuring a smooth and welcoming experience
- Support direct billing setup for clinicians and maintain accurate, up-to-date staff biographies and credentialing information
- Help maintain a positive, informed workplace by facilitating clear communication between staff and leadership
Data, Reporting & Practice Systems
- Navigate and manage JaneApp — our practice management platform — with confidence
- Run and interpret reports from JaneApp to support practice decision-making and track key metrics
- Use Excel to organise, analyse, and present data clearly for leadership review
- Identify trends and flag issues proactively based on report findings
Intern & Student Programme Coordination
- Manage the intake and review of intern and practicum student applications
- Coordinate student-to-supervisor matching and maintain all related documentation and administration
- Act as an ongoing point of support for student-related processes throughout their placement
Team Engagement & Culture
- Plan and coordinate Lunch & Learn sessions to support ongoing professional development
- Organise team meetings and contribute to a positive staff culture
- Coordinate staff appreciation initiatives including branded items and recognition
Operational Support
- Coordinate office setup and transitions when staff changes occur
- Manage supply ordering and ensure the office environment is well-maintained
- Serve as liaison with tech, website, and office infrastructure support as needed
QualificationsPreferred
- Bachelor’s degree in Psychology, Human Resources, Social Work, Business Administration, or a related field
- Experience in an HR coordinator, people operations, or staff support role
- Proficiency in JaneApp or similar practice management software
- Comfortable working in Excel — able to build, read, and interpret reports and spreadsheets
- Strong interpersonal skills and the ability to handle sensitive situations with care and discretion
Not Required, But a Bonus
- Experience supporting intern or student placement programmes
- Background in mental health or healthcare settings
- Experience with website updates or tech support
What We’re Really Looking For
- Someone who genuinely cares about the people they work with and takes their wellbeing seriously
- A natural relationship-builder who earns trust and handles conflict with professionalism
- Strong judgment and discretion when managing sensitive HR matters
- Comfort with data — someone who can pull a report, understand what it means, and know what to do with it
- An organised, proactive self-starter who anticipates needs before being asked
- A collaborative spirit and genuine commitment to supporting a mental health team
How to Apply
We’d love to hear from you! Please submit the following to [[email protected]]:
- A current resume
- A short video cover letter (2–3 minutes) telling us why you’re interested in this role and what you’d bring to our team — please submit as a link (e.g. YouTube, Vimeo, Google Drive) or video file
Island Clinical Counselling is committed to creating an inclusive and welcoming workplace. We encourage applications from all qualified candidates.
Pay: From $62,400.00 per year
Benefits:
- Dental care
- Disability insurance
- Extended health care
- Flexible schedule
- Life insurance
- Paid time off
- Vision care
Work Location: Hybrid remote in Nanaimo, BC
