About Us

Repose is a growing private mental health practice in St. John’s, offering counselling, psychological assessments, and allied health services. With a team of over 25 clinicians across two locations, we are committed to providing compassionate, trauma-informed care to individuals, families, and children in our community. We believe that a well-run practice is the foundation for excellent client care,  and that’s where you come in

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The Role

We’re looking for a Client Care Coordinator to be the warm, organized, and proactive first point of contact for everyone who walks through our doors, or reaches out by phone or email. This is a high-impact, fast-paced role that combines client intake coordination, administrative operations, data tracking, and light marketing support.

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You’ll split your time between our two clinic locations and work closely with our Clinicians, Operations Manager, and Directors to keep the practice running smoothly. If you love organizing systems, connecting people with the right support, and contributing to a mission-driven team,  this role is for you.

 What You’ll Do

Client Intake & Coordination

• Serve as the first point of contact for new and existing clients by phone, email, and intake form

• Match new counselling clients with best-fit clinicians, obtain consent, and facilitate the connection

• Route assessment and allied health inquiries to the appropriate team member and log all referrals accurately

• Support current clients with scheduling, rescheduling, cancellations, and Jane App navigation

• Monitor and update referral and booking status across all inquiry tracking documents

 

Administrative Operations

• Manage a zero-inbox email system with organized folder structure

• Return voicemails and forward faxes (via Documo) to the appropriate team members

• Maintain and update the Master Office Schedule for room usage across both locations

• Pull and enter monthly room utilization data from Jane into the tracking spreadsheet

• Ensure clinicians are marking sessions as Paid or Arrived

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Jane App & Direct Billing

• Provide Jane App support to clinicians and clients (profile management, booking, merging, integrations)

• Add insurance providers and support direct billing setup via Telus eClaims

• Assist Operations Manager to build clinician profiles during onboarding (intake forms, session types)

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Office & Clinic Upkeep

• Manage daily opening and closing procedures

• Maintain concessions, office supplies, and clinical assessment inventory across both locations

• Keep waiting areas tidy, welcoming, and well-stocked

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Marketing & Community

• Create and post weekly clinician availability updates on Instagram (Canva)

• Create and publish the monthly “The Clinician Collective” email newsletter (Wix)

• Maintain the Google Business Profile and prepare materials for community outreach events

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  What We’re Looking For

• Experience in a client-facing administrative or coordination role (healthcare or mental health setting preferred)

• Familiarity with Jane App or a similar practice management system

• Exceptional organizational skills and attention to detail, you thrive on keeping things running smoothly

• Warm, professional communication style with a genuine commitment to trauma-informed care

• Comfort managing multiple priorities in a busy, evolving environment

• Proficiency with Google Workspace, Canva, and general digital tools

• Discretion and integrity when handling confidential client information

• A collaborative spirit and genuine enthusiasm for the work Repose does in the community

  What We Offer

• A meaningful role at a purpose-driven mental health practice

• A warm, supportive, and collaborative team culture

• Exposure to a wide range of administrative, operational, and marketing functions

• Structured onboarding and hands-on training with the outgoing coordinator

• Competitive hourly wage of $22.00

• 5 weeks of vacation (following successful completion of 90 day probationary period)

• Health and dental benefits (pending)

 How to Apply

Please submit your resume and a brief cover letter telling us why this role resonates with you and what experience makes you a strong fit. Applications can be sent to info@reposewellnessnl.com.

 

We thank all applicants for their interest. Only those selected for an interview will be contacted. Repose Wellness Collective is committed to creating an inclusive and accessible hiring process.