Intake Assistant, Whole Kids Health Psychology Group

Toronto (North York) | In person | Permanent, part-time | $23.00 per hour
2 days per week, 5-hour shifts, typically 10:00 AM to 3:00 PM, with some flexibility on start time. No evenings or weekends.

ABOUT OUR CLINIC

We are a child and youth psychology practice committed to providing thoughtful, high-quality care to children, teens, and families. Our services include psychological and psychoeducational assessment, individual therapy, group programs, parent coaching, and consultation.

We work hard to create a warm and collaborative environment where families feel understood, clinicians feel supported in their work, and care is delivered with compassion and intention at every step.

As our clinic continues to grow, we are seeking an Intake Assistant to join our administrative team. This is a hands-on role at the front end of the clinic, covering calls and emails, appointment coordination, and keeping the intake process organized and moving.

WHAT YOU WILL GET TO DO

You will be one of the first points of contact for families reaching out to the clinic. You will guide them through the intake process from that first phone call to their first appointment, making sure they feel welcomed, informed, and clear on what happens next. You will work closely with our Clinic Operations Manager and Administrative Assistant, and alongside our clinical team.

Your key responsibilities will include:

- Being the first voice families hear, answering calls, emails, and voicemails with warmth, patience, and clarity
- Gathering intake information and passing it along to the right clinician so families can be matched thoughtfully
- Answering questions about our services, fees, and what to expect, and knowing when a question belongs with a clinician
- Checking clinician availability so you can offer families appointment times and get them booked quickly




- Booking and coordinating appointments, including rescheduling and keeping our calendars accurate
- Managing intake paperwork, sending out forms and consents and following up so everything is in place before a first session
- Keeping our intake tracker current, so we always know where each family stands
- Following up with families waiting for a spot, so nobody feels forgotten while they wait
- Handling incoming referrals, including by fax, and flagging anything time-sensitive right away
- Protecting confidential health information carefully and consistently, in everything you do

WHAT YOU WILL NEED

We care most about warmth, judgment, and reliability.

Strong candidates typically have:

- Experience in an administrative, reception, or other people-facing role
- Clear and careful written communication, since much of this work happens over email and phone
- Strong organizational skills and genuine attention to detail
- Comfort staying calm and kind with a client who is worried, frustrated, or in a hurry
- Positive judgment about what falls within your role and what belongs with a clinician
- Discretion with confidential personal health information
- Comfort learning new digital systems (we use Jane, Google Workspace, and Slack)

Nice to have:

- Experience in a healthcare, mental health, or school setting
- An interest in psychology, or study in a related field
- Familiarity with Jane or a similar practice management system

THE ROLE IS IDEAL FOR SOMEONE WHO

- Loves being the first person a family hears from,



and seeing them through to their first appointment
- Takes pride in making a family's first experience of the clinic a good one
- Notices the loose end and follows up without being asked
- Asks questions rather than guessing
- Wants steady part-time work

WHAT SUCCESS LOOKS LIKE

- Families reach a real person quickly and feel cared for from the first call
- Nothing is left waiting: forms, call backs, referrals
- Clinicians stay focused on clinical work
- Our intake tracker shows exactly where every family stands
- The days you are here run smoothly

WHAT YOU WILL LOVE

- Meaningful work, at the moment a family decides to ask for help
- Steady daytime hours, with no evenings or weekends
- A calm, beautifully designed clinic in the heart of North York
- Proper onboarding, and a team that does not mind questions
- A close look at how assessment, therapy, and consultation come together
- A small team that values collaboration and care
- Room to take on more as the clinic grows

HOW TO APPLY

If this sounds like a good fit, we would love to hear from you.

Please email your resume and a brief cover letter to [email protected] with the subject line: Intake Assistant, [Your Name]. Please also let us know which weekdays you are available and what start time would suit you best.

Application deadline: Friday, August 14, 2026

A few practical notes. This posting is for a current, open position. An offer is conditional on a clear Vulnerable Sector Screening. Every application is read by a member of our team. Only candidates selected for an interview will be contacted, and everyone we interview will hear back from us either way.

Thank you for your interest in joining Whole Kids Health. We truly appreciate the time and care you put into your application.

Pay: $23.00 per hour

Work Location: In person

📌 Intake Assistant (Canada)
🏢 Whole Kids Health
📍 Canada