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HeLa Beauty & Medical

Clinic Manager

Petawawa, ON, Canada

Pay: $70,000 - $85,000 annually
Job type: Full-time
Apply by: Oct 24, 2026
Posting language: English
Posted: Sep 24, 2026

Apply About employer

Applications open in a new tab.

Original job description

Location: Petawawa, Ontario (on-site) Type: Full-time, permanent Reports to: Owner/CEO

About HeLa

HeLa Beauty & Medical is a CPSO-designated Level 2 Out-of-Hospital Premises in Petawawa, a six-treatment-room medical aesthetics and medical services clinic operating under a Medical Director and an affiliated plastic surgeon. We run advanced energy-based device treatments, injectables, and physician-supervised procedures alongside a full medical skincare retail program.

We are a regulated medical facility that happens to make people feel beautiful, and we hold ourselves to that standard in charting, infection prevention, documentation, and client care.

The Role

This is an operations leadership role, not a front-desk supervisor role. You own the day-to-day running of the clinic so that the clinical team can treat and the owner can build.

You will be accountable for whether the schedule is full, whether the charts are complete, whether the room turnover is happening, whether the retail targets are hit, and whether the team is showing up the way we've agreed to show up. If those things are drifting, you're the person who notices first and does something about it.

You also carry the HR function. That means recruitment, onboarding, attendance management, performance documentation, and progressive discipline sit with you, not on the owner's desk.

What You'll Own

Operations

Daily clinic flow: provider schedules, room utilization across six treatment rooms, turnover standards, opening/closing accountability
Master schedule maintenance, coverage planning, time-off approvals within budgeted hours
Inventory and ordering across injectables, consumables, and retail; product sign-out reconciliation and shrink control
Vendor, rep, and service-contract coordination for equipment and devices

Performance

Booked-to-scheduled ratios, rebooking rates, and gap-filling; you actively manage the schedule, you don't just watch it
Retail sell-through and Vivier program targets, including staff coaching on the retail conversation
Charting completion reporting in Jane and follow-up with providers who are behind
Weekly and monthly reporting to the owner on the metrics that matter

People & HR

This role carries the HR function for the clinic. You are the person who runs the process, not the person who reports the problem and waits.

Full supervision of admin and clinical support staff: expectations, coaching, performance management, and follow-through
Progressive discipline: you deliver it. Verbal coaching, documented conversations, written warnings, and performance improvement plans under HeLa's clinical standards and scheduling policies, applied consistently and documented contemporaneously
Attendance and absence management under HeLa's Medical Leave, Attendance & Documentation Policy: notification compliance, documentation requests within scope-of-practice limits, and leave tracking
Intake and investigation of workplace complaints: interviews, written findings, recommended outcomes
Recruitment and onboarding: postings, screening, interviews, offer paperwork, orientation, probationary reviews
Maintaining personnel files, policy acknowledgements, and training records to an audit-ready standard
Return-to-work and modified-duties coordination, including functional abilities documentation
Termination and accommodation decisions are made jointly with ownership; you build the file, run the process, and sit in the meeting

Compliance & Client Experience

Supporting CPSO OHP readiness: IPAC practices, equipment logs, policy currency, quality improvement documentation
Complaint and refund handling: intake, root-cause review, resolution within policy, and reporting patterns back to ownership
Setting the tone for the client experience from the moment someone walks in

Who This Is For

You'll do well here if you:

Are comfortable holding people accountable without making it personal; you can issue a written warning on Tuesday and still lead the team on Wednesday
Write things down. Every time. Before you need them
Think in numbers; utilization, conversion, hours, margin, and can explain what changed and why
Move toward problems instead of routing them upward
Have high standards for how a clinical space looks, sounds, and runs
Want autonomy and are prepared to be measured on results

This role is not a fit if you're looking for a predictable administrative desk job or prefer to be told what to do each day.

Qualifications

Required

3+ years in a management or supervisory role in a healthcare, medical aesthetics, dental, or multi-provider clinical setting
Demonstrated hands-on HR experience: you have written warnings, run progressive discipline through to conclusion, managed attendance files, and handled workplace complaints, and you can speak to specific examples
Working knowledge of the Ontario Employment Standards Act, the Human Rights Code duty to accommodate, and what defensible documentation actually looks like
Demonstrated experience managing staff schedules, performance conversations, and daily operations
Strong comfort with practice management software (Jane App experience is a significant asset), Excel/Google Sheets, and reporting
Absolute discretion with confidential health and personnel information

Assets

CHRP designation or HR certificate
Regulated health professional designation (RN, RPN, RRT, or similar) or medical aesthetics background
Familiarity with IPAC standards and CPSO Out-of-Hospital Premises requirements
Retail or sales performance management experience
Experience supporting a clinic through growth, consolidation, restructuring, or accreditation

What We Offer

$70,000 - $85,000 annually
Incredible staff discount on products and services
2 weeks paid vacation
4 paid sick days per year
Paid professional development days and employer-funded conference attendance
Direct access to ownership, real decision-making authority, and a clinic that is growing

How to Apply

Send your resume and cover letter to info@helabeauty.org. Applications reviewed on a rolling basis.

We are an equal opportunity employer and welcome applications from all qualified candidates. Accommodations are available on request at any stage of the recruitment process; please let us know what you need.

Apply About employer

More about this job

Responsibilities

Manage daily clinic operations, including provider schedules, room utilization, inventory, client experience, retail performance, chart completion, and operational reporting. Lead the clinic’s HR processes, including recruitment, onboarding, attendance management, performance documentation, progressive discipline, and workplace complaint investigations, while supporting regulatory readiness.

Requirements

Requires at least three years of management or supervisory experience in a healthcare, medical aesthetics, dental, or multi-provider clinical setting, with hands-on experience in progressive discipline, attendance files, and workplace complaints. Candidates need working knowledge of Ontario employment and accommodation requirements, strong scheduling and operations skills, comfort with practice management software and spreadsheets, and discretion with confidential information.

Skills

Clinic Operations Management
Staff Supervision
Human Resources Management
Progressive Discipline
Recruitment and Onboarding
Attendance Management
Scheduling and Coverage Planning
Performance Management
Inventory Management
Retail Sales Management
Performance Reporting
Employment Standards Act Knowledge
Duty to Accommodate
Jane App
Infection Prevention and Control

Benefits

Staff Discount on Products and Services
Paid Vacation
Paid Sick Days
Employer-Funded Conference Attendance
Decision-Making Authority

Visa sponsorship

Not detected in the job text

Keywords

Jane App
Excel
Google Sheets
CPSO
Out-of-Hospital Premises
Infection Prevention and Control
IPAC
Ontario Employment Standards Act
Human Rights Code
Duty to Accommodate
Progressive Discipline
Performance Improvement Plans
Attendance Management
Recruitment
Onboarding
Personnel Files
Functional Abilities Documentation
Return-to-Work Coordination
Medical Aesthetics
Injectables
Energy-Based Treatments
Medical Skincare Retail
Vivier
Charting
Quality Improvement
Inventory Control
Room Utilization
Schedule Management
Clinic Operations

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