About Mind Over Matter

Mind Over Matter Psychotherapy & Counselling is a warm, inclusive psychotherapy practice providing virtual services across Canada and in-person services in Brampton. We support individuals and couples with concerns related to anxiety, trauma, relationships and emotional well-being.

We are looking for a compassionate, organized and highly responsive Virtual Client Care & Intake Assistant to serve as the first point of contact for prospective and existing clients.

This is a small but important remote contract role. The ideal candidate communicates warmly, takes initiative and understands the sensitivity involved when someone reaches out for mental health support.

Responsibilities

- Monitor and respond to the practice’s email and voicemail on business days
- Respond to new client inquiries warmly, professionally and promptly
- Gather basic intake information using established procedures
- Provide information about services, fees, availability and therapist options
- Help match prospective clients with an appropriate therapist
- Schedule consultations and appointments using Jane App
- Follow up with prospective clients when appropriate
- Respond to routine administrative questions from existing clients
- Maintain accurate inquiry and referral records
- Recognize and escalate urgent, clinical, risk-related or privacy-sensitive communications to the Clinical Director
- Assist with occasional intake-related administrative tasks

This is a non-clinical role. The contractor will not provide clinical advice, crisis counselling or psychotherapy services.

Time and availability

- Communications must be monitored consistently from Monday to Friday
- New inquiries should generally be acknowledged within the same business day or within 24 business hours




- The contractor independently organizes their schedule and workflow to meet the agreed service standards
- Work is fully remote and can be completed flexibly
- Anticipated start: September 2026

Qualifications

- Excellent written and verbal communication skills
- Warm, empathetic and professional communication style
- Strong organization, attention to detail and follow-through
- Ability to respond to inquiries consistently and reliably
- Comfortable discussing fees, availability and service options
- Sound judgment and ability to recognize when an inquiry needs to be escalated
- Ability to maintain confidentiality and professional boundaries
- Access to a private workspace, secure internet connection and personal computer
- Comfortable working independently with minimal supervision
- Based in the GTA

Preferred qualifications

- Previous experience in administration, intake, reception or client service
- Experience in a psychotherapy, healthcare or wellness setting
- Familiarity with Jane Practice Management System
- Understanding of PHIPA and privacy requirements in Ontario healthcare
- Experience communicating with people who may be distressed or emotionally overwhelmed
- An established virtual-assistance or administrative-services business
- Experience supporting other healthcare or professional-service clients

Compensation

- $25–$30 per hour, depending on relevant experience
- Approximately 1–3 hours per week,



with hours varying according to inquiry volume
- The contractor will submit a monthly invoice for services provided
- Any significant additional work must be approved in advance
- Workload and compensation will be reviewed after the first three months

Contractor relationship This is an independent contractor chance rather than an employment position. The contractor may provide services to other organizations and independently determines how to organize their work while meeting the practice’s privacy, security, responsiveness and client-care requirements.

The successful candidate will be required to sign an independent contractor agreement and confidentiality agreement and comply with all applicable privacy and security procedures.

How to apply

Please submit your résumé and a brief cover letter answering the following:

- Why are you interested in this small, client-facing role?
- What experience do you have responding to sensitive or emotionally distressed individuals?
- How would you ensure that inquiries are monitored and answered consistently throughout the business week?
- Are you currently providing administrative or virtual-assistance services to other organizations?
- Are you available to begin in September 2026?

Applications without a brief cover letter addressing these questions may not be considered. Mind Over Matter Psychotherapy & Counselling values diversity and is committed to providing inclusive and culturally responsive care. We welcome applications from candidates of all backgrounds and identities.

Pay: $25.00-$30.00 per hour

Education

- Bachelor's Degree (preferred)

Language:
- English (required)

Location:
- Greater Toronto Area, ON (required)

Work Location: Remote

📌 Virtual Client Care & Intake Assistant (Greater Toronto Area)
🏢 Mind over Matter Psychotherapy u0026 Counselling
📍 Greater Toronto Area