We are also looking for a motivated, organized, and compassionate Administrative Coordinator to join our Admin Team at our Mississauga therapy clinic. If you enjoy supporting people, keeping day-to-day operations running smoothly, and being part of a team that makes a meaningful difference in the community, this could be a great fit for you.
Who We Are At Healing Roots Therapy, we believe that the strength of our leadership and clinical team directly shapes the quality of care we provide. As an independently owned psychotherapy clinic, we are committed to delivering thoughtful, evidence-informed support to individuals, couples, and families within a structured, client-centered environment.
Our work is grounded in consistent, high-quality psychotherapy, where we prioritize depth, continuity, and meaningful outcomes. We place strong value on structured and ongoing therapeutic work, recognizing that consistency in both client care and clinician practice is essential in supporting lasting change. Our team includes over 25 registered psychotherapists and social workers who work collaboratively to provide care that is both clinically sound and relationally attuned.
We have built a practice that balances clinical autonomy with clear expectations, ensuring that therapists are supported while also maintaining strong standards in documentation, client care, and professional conduct. Our leadership team plays a key role in maintaining this balance. We are intentional in creating systems, processes, and support structures that allow both clinicians and administrative staff to work effectively, while ensuring a seamless and professional experience for clients.
We are guided by values of inclusivity, transparency, growth, collaboration, and mutual respect. Being part of Healing Roots Therapy means contributing to a team that holds a high standard for accountability, leadership, and quality of care, while fostering a positive, structured, and supportive workplace.
Take a tour of our clinic: https://youtu.be/7aYarZ5T_e0?si=jrJUbCjKBf0usnGy What We're Looking For
At Healing Roots Therapy, we are looking for an Admin Coordinator who brings a strong sense of ownership, organization, and care to their role, and who understands the importance of their position in shaping both the client and team experience. You are someone who thrives in a structured, fast-paced environment, and is able to manage multiple responsibilities with attention to detail and consistency. You take pride in staying organized, following through on tasks, and ensuring that both client-facing and internal processes are completed accurately and on time.
You understand that your role is a key part of supporting consistent, high-quality client care. From managing scheduling and communication to maintaining accurate records, you recognize that structure and reliability behind the scenes directly impact the experience clients have within the clinic.
You bring a proactive and solutions-focused mindset, taking initiative when needed and thinking ahead to prevent issues before they arise.
You are comfortable navigating client interactions with professionalism and empathy, while also feeling confident in upholding clinic policies and boundaries when required. You value teamwork, communication, and accountability, and work collaboratively with both clinicians and leadership to ensure the clinic runs smoothly. You are open to feedback, committed to growth, and take responsibility for your role in contributing to a positive, structured, and supportive work environment.
Most importantly, you approach your work with care, professionalism, and a genuine commitment to supporting both clients and your team. Qualifications:
1-2 years of experience in Client Care and Customer Service (preferably in a medical office at the front desk)
A Diploma in Healthcare Administration or a Master in Business Administration is required (related field may be considered).
Psychology undergraduate students are welcome! Key Responsibilities
Supporting Psychotherapists and Social Workers with client bookings, payments, administrating intake & consent forms, etc. Opening and closing the clinic.
Client support: welcoming clients to the office, answering client calls and emails, processing payments at the beginning of sessions Maintaining Quality Assurance (follow up to payments, securing payment information, uploading secure documents, following up with phone consults) Maintenance of office area, office supplies, and clinical files PIPEDA and PHIPPA Questions and procedures Cleaning and tidying offices and ensuring garages are removed and replaced Accompany meetings with Clinical Manager Completion of Administrative projects on a need as basis to help the support of the clinic. Maintaining of social media platforms, monthly email marketing, blog writing and Free resource creation (on a need basis) Ensure marketing emails are scheduled, edited, and aligned with clinic standards.
Disclaimers: The responsibilities outlined above represent the core functions of this role and are subject to reasonable accommodations. The qualifications listed reflect the minimum level of knowledge and skills required to perform the role effectively.
This description is intended to provide clarity on the position; however, it is not an exhaustive list of all responsibilities. As part of a collaborative and evolving team, additional duties may be assigned as needed to support the operations and client care standards at Healing Roots Therapy.
Requirements A Diploma in Healthcare Administration or a Master in Business Administration is required (related field may be considered).
Psychology undergraduate students and graduates are welcome!
1-2 years of experience in Client Care and Customer Service (preferably in a medical office at the front desk) Dynamic, self-motivated individual with the ability to work independently, proactively and well under pressure Strong communication skills, ability to communicate professionally and with compassion to clients with patience when dealing with challenging clients Confidence to share ideas and constructive criticism to help us grow Juggling multiple projects and to-do’s simultaneously is no problem for you, you work well under pressure, meet deadlines and keep promises Tech savvy (we are mostly paper-less and everything is online) An appetite for innovation and simplicity who is highly process oriented Working autonomously comes easy to you but you also love collaborating with a talented team Considerable experience using the Microsoft Outlook, SharePoint, Mac, Windows in a work setting Knowledge of Asana and Jane scheduling software is an asset. Knowledge of AI platforms such as ChatGPT and Claude is considered an asset. Benefits
Compensation: $19-20 per hour to start.
Part-time (10-20 hours per week) with potential to grow to full time.
Friendly, supportive work environment.
Team events and work get-togethers.
On-site parking. Work Hours
Initial 3-4 week training period will include a combination of the following shifts:
Mon-Fri 8:00 AM – 4:00 PM, 9:00 AM – 5:00 PM, or 1:00 PM – 9:00 PM.
Sat-Sun 8:30 AM – 4:30 PM, or 8:00 AM – 4:30 PM
Regular schedule
This position operates on a rotating shift schedule to support clinic coverage. Weekday shifts vary between 5–8 hours each and can occur anytime between 8:00 AM – 4:00 PM and 1:00 PM – 9:00 PM (Monday–Friday).
To support client care and clinic operations, availability to work a minimum of two weekend shifts per month (Saturday-Sunday) is required and are shared across the admin team. To apply, please submit the following:
Your resume and cover letter.
Completion link (not PDF version) for the Big 5 Personality Test (you can enter 100 for age if you prefer). https://www.123test.com/personality-test/ Submit applications to:
[email protected] If you’re ready to join a collaborative, growth-oriented team that values work-life balance, professional development, and making a difference, we’d love to hear from you! We are committed to an inclusive, barrier-free work environment and recruitment and selection processes. Accommodations are available upon request for candidates taking part in all aspects of the recruitment process.
We thank all applicants for considering a career with us; however, only those selected for an interview will be contacted.
📌 Client Care Coordinator (Mississauga)
🏢 Healing Roots Therapy
📍 Mississauga