We’re hiring! Part-Time Administrative Assistant / Intake Coordinator (Mental Health)
About Strength in Heart Counselling
Strength in Heart Counselling is a trauma-informed counselling agency that serves clients in-office (Victoria & the Cowichan Valley) and virtually across Canada. We’re known for warm, client-centred care and accessible rates - no one seeking counselling at our clinic is turned away due to budget! We support individuals, couples, families and youth who are affected by a wide range of potential concerns.
The Role
We’re hiring an Administrative Assistant / Intake Coordinator to support client intake, scheduling coordination, and day-to-day administrative operations, as well as to provide administrative support to the Director. This role is ideal for someone who is organized, calm under pressure, and comfortable working with sensitive information.
You’ll be a key part of the “first point of contact” experience, helping people feel welcomed, respected, and supported as they take the next step toward care.
This Role Is a Great Fit If You…
Feel grounded and compassionate when speaking with people who may be anxious, overwhelmed, or in crisis.
Can hold strong confidentiality and privacy boundaries while still being warm and relational.
Enjoy creating order, tracking details, following processes, and closing loops.
Communicate clearly and kindly, even when you’re juggling multiple requests.
Are comfortable asking clarifying questions and escalating urgent concerns appropriately (you won’t be expected to provide counselling).
Key Responsibilities
Respond to incoming inquiries (phone/text, email, website form) in a timely, compassionate, and professional way.
Coordinate intake and client matching (collecting information, confirming next steps, routing to the appropriate counsellor/clinician).
Support scheduling and appointment coordination (including reschedules/cancellations).
Maintain accurate client and administrative records (confidential information handling required).
Prepare and update templates, forms, and basic documents (letters, confirmations, internal trackers).
Support general office administration (supplies, scanning, filing, basic data entry).
Communicate with the team to support smooth operations across multiple locations and roles.
Support the Director and Team Support Manager with administrative tasks.
Follow privacy, consent, and documentation standards appropriate to a healthcare setting.
Tools You’ll Use
Required experience or training:
Jane App
Google Workspace (Gmail, Calendar, Drive)
Optional experience or training (training or experience is an asset)
Skedda
QuickBooks
CRM tools (training provided; experience is an asset)
Required Qualifications
2+ years of experience in an administrative, medical office, intake, or program assistant role (or equivalent).
Strong written and verbal communication skills.
High attention to detail and ability to manage multiple priorities.
Comfort working with sensitive, confidential information.
Strong computer skills (Google Workspace, spreadsheets, email, calendar tools).
Professional, calm, and client-centred approach, especially when supporting people in distress.
Preferred Assets
Experience in a medical office or mental health setting.
MOAA training/certificate (or similar) is an asset.
Experience with intake processes, referrals, or client triage.
Knowledge of community resources on Vancouver Island / BC.
Work Details
Please note that this is an Independent Contractor position.
Hours: Part-time, may vary: approx. 10-15 hrs per week with the possibility of increased hours over time.
Compensation: $28 per hour.
Work mode: Mostly virtual, with some in-office presence as needed (approx. 75% virtual / 25% in-office).
Location preference: Victoria, BC (so you can be on-site when needed).
Schedule: Flexible and to be negotiated.
Responsiveness expectation: There is a real level of urgency with intake. During your scheduled shifts, there will be an expectation that new intake requests and client inquiries are responded to promptly (within shift hours).
Why Work With Us
Meaningful work supporting accessible mental health care in your community.
A supportive, values-driven team.
Clear processes, strong boundaries, and respectful communication.
Opportunities to grow.
How to Apply
Please complete the following online form: https://docs.google.com/forms/d/e/1FAIpQLSd5MQXMV-69tQSCK6BumI6zDafExfr0DGzaQHLw5gzqCi3dHA/viewform?usp=publish-editor
Please send your resume and a cover letter sharing why this role is a fit and your relevant experience to admin@strengthinheart.ca, please include the subject line: Admin/Intake Application - I have completed the online form.
Helpful Notes
This role supports client access to care and administrative coordination, assisting. It does not involve providing counselling.
You may occasionally interact with clients who are distressed. We’ll provide clear scripts, escalation steps, and boundaries for safety and consistency.
