Join Our Dynamic Team as a Clinic Coordinator!

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?

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

Our admin team is the backbone of our practice—you keep everything moving so our therapists can focus on what they do best. We know the work you do matters, and we 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
- Completely virtual position with scope for in person in the future
- Flexible hours with scope for part-time 20 hours a week and full time in the future.

You’ll be joining a team that values collaboration, kindness, and growth—for our clients, for our therapists, and for you.

Our Vision

Our vision is to build a warm, trusted, and accessible psychotherapy practice where people feel genuinely understood and supported in creating meaningful, lasting change in their lives.

As Soul Prism Therapy grows, we want to expand our reach across Ontario while continuing to offer thoughtful, personalized care and creating a practice where both clients and therapists feel supported.

Our Core Values

AuthenticityWe value honesty, openness, and genuine connection. We want our clients and team members to feel comfortable being human, asking questions, and communicating openly.

CareWe approach our work with compassion, thoughtfulness, and respect. Whether we are supporting a client, therapist, or colleague, we want people to feel considered and valued.

ReliabilityWe do what we say we will do. We value follow-through, accountability, attention to detail, and communicating early when something needs support or cannot be completed as planned.

CollaborationWe believe everyone on the team has something valuable to contribute. We communicate, share ideas, ask for input, and work together rather than operating in silos.

Growth & CuriosityWe are always learning. We welcome feedback, look for better ways of doing things, and stay curious about how we can improve the experience of our clients, our team, and the practice as a whole.

InitiativeWe appreciate people who notice what needs attention, think ahead, and take ownership.



We want team members who are comfortable bringing forward ideas and helping turn them into action.

What You’ll Do:

- Client Care & Administration: Respond to client inquiries, support bookings and scheduling, manage intake forms and payments, and help ensure clients have a warm and smooth experience with the practice.
- Consult Calls & Client Matching: Conduct brief consultation calls with prospective clients, answer questions about the practice, understand what they are looking for, and help connect them with a therapist who may be a good fit.
- Community Outreach & Referrals: Support outreach to family doctors, clinics, allied health professionals, community organizations, and other potential referral partners. Research contacts, send outreach communications, follow up, and help us build strong referral relationships.
- Practice Manual & Systems: Help develop and organize our practice manual, administrative procedures, checklists, onboarding resources, and other internal systems as the clinic grows.
- Practice Coordination: Help keep Jane, therapist availability, internal documents, and administrative processes organized, while identifying tasks or systems that need follow-up or improvement.

To Succeed in This Role:

- Organized & Reliable: You are detail-oriented, follow through, and can keep track of multiple moving pieces.
- Warm & Professional: You communicate clearly and compassionately with clients, therapists, and referral partners.
- Proactive: You notice what needs attention, take initiative, and are comfortable working independently.
- Efficient & Adaptable: You can prioritize well, make good use of limited hours, and shift between admin, outreach, and practice-development tasks.
- Comfortable With Technology: You are confident learning new systems and using tools such as Google Workspace and Jane.
- Growth-Minded: You enjoy improving systems, sharing ideas, and being part of a growing practice.

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 Drive Suite, Gmail, Dropbox, Mac, and Windows.
- Knowledge of Jane is an asset.
- An appetite for innovation and simplicity with a strong process orientation.
- Ability to work autonomously and collaboratively with a talented team.

Position Details

- Approximately 5 hours per week to start
- Hours will be spread across Monday to Friday
- Some availability during regular business hours will be required to allow for timely responses to client inquiries
- Primarily virtual
- Some flexibility in how hours are structured across the week
- Responsibilities will include a combination of client administration, outreach, and practice-development projects
- Opportunity for hours and responsibilities to increase as the practice grows
- Potential for some in-person responsibilities in the future
- Training provided on Soul Prism Therapy's systems, processes, and client consultation approach
- Competitive compensation based on experience

Application Process:

Please submit your resume and a brief cover letter telling us:

- Why this role interests you
- What experience you have that would make you a strong fit
- What you enjoy about administrative or client-facing work
- Any experience you have with professional outreach, relationship-building, or creating systems and procedures
- Your general availability Monday to Friday

For more information about our practice, visit www.soulprismtherapy.com

Applications can be sent to [email protected]

Pay: $18.15-$20.00 per hour

Application question(s)

- Do you have experience working in a healthcare setting, or do you have or are you currently pursuing a degree in psychology?

Education:
- Secondary School (required)

Work Location: Remote

📌 Administrator / Clinic Coordinator (Canada)
🏢 Soul Prism Therapy
📍 Canada