Job Posting: Administrative Assistant & Clinic Coordinator

Organization: Desjardins Psychotherapy Clinic

Location: Ottawa, ON (In-clinic)

Pay: $18.00 per hour

Status: Part time (Up to 25 hours/week; daytime and evening shifts required)

Start Date: August 31st , 2026 *or before if the right candidate is selected.

Reports To: Clinical Director

About Us

Since 2017, Desjardins Psychotherapy Clinic has provided evidence-based, third-wave mental health services in both official languages to our community. Our dedicated team of clinicians supports individuals, couples, and families (ages 10+) in achieving emotional and psychological well-being within a safe, warm, and collaborative environment.

- Our Vision: We help thousands of people learn to live a life with ease.
- Our Core Values: Authenticity | Be a Team Player | Work Hard, Play Hard

Role Summary We are seeking an outgoing, detail-oriented, and proactive Administrative Assistant & Clinic Coordinator to join our team. In this pivotal role, you will provide essential administrative and clinic management support, serving as the welcoming face and voice of our practice.

If you are an efficient multi-tasker with a positive attitude, an entrepreneurial mindset, and a genuine passion for helping others, we would love to grow with you!

Key Responsibilities:

Client Support & Reception

- Warmly welcome clients to the clinic and maintain a calm, supportive atmosphere.
- Handle incoming calls, general inquiries, and email correspondence with empathy and professionalism.
- Assist clients with intake and consent forms, scheduling, and processing payments at session completion.

Clinical & Operational Support

- Assist clinicians with schedule management, client bookings, and administrative tasks.
- Maintain quality assurance by tracking metrics, managing secure documentation, following up on outstanding payments, and optimizing our booking software.
- Oversee day-to-day clinic maintenance, inventory, supply ordering, and clinical filing systems.




- Track operational data to assist the Clinical Director in optimizing clinic workflows.

Digital & Practice Growth

- Collaborate with our social media content creator to schedule and publish appropriate practice content.
- Utilize cloud-based systems to maintain a paperless, efficient office environment.

Qualifications & Experience

- Language: Fully bilingual in French and English (spoken and written) is required. Knowledge of a third language is considered an asset.
- Experience:
- 2–3 years in client care/customer service within a medical, health, or psychology office setting.
- 2–3 years in a clinic administrative or office coordination role.
- Education: Psychology students are welcome to apply, though not mandatory.
- Technical Skills:
- Proficiency in Google Workspace, Canva, Quickbooks, and social media management.
- Prior experience with Electronic Health Record (EHR) / practice management software (e.g., Jane App, Vital Practice) is a strong asset.

Key Competencies & Attributes

- Client-Centered Empathy: Exceptional communication skills with the ability to engage clients compassionately, patiently, and professionally, even in challenging situations.
- Proactive & Organized: Highly process-oriented, able to "think 10 steps ahead," anticipate clinic needs, and manage multiple priorities calmly under pressure.
- Tech-Savvy: Comfortable navigating paperless systems, online platforms, and software integrations.
- Collaborative & Growth-Oriented: A self-motivated team player who works well autonomously, brings innovative ideas to the table, and welcomes constructive dialogue to help our practice thrive.

How to Apply To apply for this position, please submit your Resume and Cover Letter. Required Step: As part of our application process, please complete the brief, free Big 5 Personality Test at and attach or include your results summary with your submission.

We thank all applicants for their interest in joining Desjardins Psychotherapy Clinic. Please note that only candidates selected for an interview will be contacted.

Pay: From $18.00 per hour

Benefits

- On-site gym
- On-site parking

Work Location: In person

📌 Clinic Coordinator (Ottawa)
🏢 Desjardins Psychotherapy
📍 Ottawa