Join Our Dynamic Team as a Psychotherapy Clinic Administrator - Part-Time!

Starting with 10 hours per week. Hours to increase as our practice grows and expands.

Are you an outgoing, detail-oriented, and efficient professional looking to make a real impact? Ready to be part of a vibrant team where your skills and expertise are valued and celebrated? Does organizing and colour-coding files really make you happy? Do you love efficiency and serving clients?

Be the Heart of Our Team. We’ll Support the Rest.

We are in the beginning stages of growing from a solo practice to a group practice and are looking for someone to join us administratively to help drive this growth. You will play a key role in building out our systems and supporting our evolution, working alongside the owner. We need someone who takes initiative, is innovative and proactive, and can anticipate needs—someone who is always 10 steps ahead and flexible enough to adapt to the changes demanded by growth and innovation, while remaining relational yet professional and committed to our core values. The work you do matters, and we will make sure you feel supported every step of the way. Here’s what you’ll enjoy with us:

- Competitive compensation
- A warm, supportive setting where your role truly makes a difference
- Initially mostly remote work with occasional in-person meetings and duties
- Convenient location at 200 Dundas Street East, Unit 303, Belleville, ON
- You’ll be joining a team that values collaboration, kindness, and growth—for our clients, for our therapists, and for you.

Our Vision: People supported, relationships restored, and lives lived with greater confidence, connection, and peace.

Our Core Values:

Authenticity: Honest, open, and real — with our clients and with each other.·

Secure Presence: We move closer. We hold space. We show up.·





Community Rooted: Proud to serve the Quinte area and invested in its people.·

Collaborative Spirit: Stronger together — professionally connected, personally supportive.·

Wholehearted Practice: We give our best, every session, every day.

What You’ll Do:

- First Contact: Provide exceptional support to our Psychotherapy practice, assisting with client bookings, payments, and managing intake & consent forms.
- Client Interaction: Answer client calls and emails, and process outstanding payments during the day with professionalism and compassion.
- Quality Assurance: Ensure all administrative tasks are completed accurately, including follow-ups on payments, securing payment information, and uploading secure documents. Manage booking software, including schedules and treatments offered.
- Office Maintenance: Keep the office area organized, manage office supplies, maintain organization of clinical files, and submit and confirm claims with insurance companies.
- Consult Calls & Client Conversion: Conduct 20-minute phone or video consultation calls with potential clients. You will be trained to confidently lead these calls, ask the right questions, and match clients with the best-fit therapist based on their needs. Your role is to guide the conversation, build trust quickly, answer questions, and help clients take the next step, booking a consult or starting therapy. Training will be provided.

To Succeed in This Role:





- You will excel if you possess excellent communication skills and the ability to lead and promote the clinic's vision.
- You must be extremely organized, thinking 10 steps ahead, with the ability to see the big picture with an entrepreneurial mindset.
- You have a passion for helping others, as you will be the primary point of contact for our clients.
- You can use technology platforms, such as Google Workspace Apps, Dropbox, Jane App, and Loom.

Qualifications:

- 2-3 years of experience in Client Care and Customer Service, preferably in a medical office at the front desk.
- Psychology undergraduate students and graduates are welcome!

Skills & Attributes of Our Ideal Candidate:

- Dynamic, self-motivated individual with the ability to work independently, proactively, and well under pressure.
- Strong communication skills with the ability to communicate professionally and compassionately.
- Confidence in sharing ideas and constructive feedback to help us grow.
- Ability to juggle multiple projects simultaneously, meeting deadlines and keeping promises.
- Tech-savvy, with experience using Google Workplace, Gmail, Dropbox, Loom, Mac, and Windows.
- Knowledge of the Jane App is an asset.
- An appetite for innovation and simplicity with a strong process orientation.
- Ability to work autonomously and collaboratively with a talented team.
- Reliable and conscientious

Application Process: Please submit a cover letter with your application.

For more about our practice, visit: https://www.quinte-psychotherapy.ca/

Contact Hermien Hogewoning at: [email protected]

Accommodations available upon request.

Pay: $22.00 per hour

Expected hours: 10.0 per week

Work Location: Hybrid remote in Belleville, ON K8N 1E3

📌 Part Time Office Administrator (Belleville)
🏢 Quinte Psychotherapy
📍 Belleville