Casual Administrative Assistant / Intake Coordinator

Location: S.T.A.R. Holistic Services Inc. (STAR)

Job Type: Casual

Hours: Variable, based on clinic needs and operational requirements

Administrative Hourly Rate: $18.00 per hour – remote

Weekend On-Call Compensation: $75 per shift – remote

Overview

S.T.A.R. Holistic Services Inc. is seeking a detail-oriented, organized, reliable, and responsive Casual Administrative Assistant / Intake Coordinator to support our growing mental health and wellness practice.

This position includes a combination of hourly administrative shifts and weekend on-call coverage, depending on STAR’s operational needs.

During scheduled administrative hours, the Administrator will be actively completing assigned duties and will be compensated at $18.00 per hour.

During designated weekend on-call shifts, the Administrator will primarily remain on standby and is not expected to be actively working for the full duration of the shift unless administrative support is required. The Administrator must remain reachable, responsive, and prepared to complete administrative duties as needed throughout the on-call period.

The responsibilities associated with hourly administrative shifts and weekend on-call coverage are generally the same; however, the volume of work and level of active involvement will vary depending on clinic needs.

The ideal candidate will have strong communication and computer skills, excellent attention to detail, and the ability to manage multiple responsibilities efficiently and independently.

STAR Office Hours

- Monday–Thursday: 10:00 AM – 10:00 PM
- Friday–Sunday: 10:00 AM – 6:00 PM

Administrative shifts are scheduled within or around STAR’s operating hours based on clinic needs and do not guarantee a set number of weekly hours. Administrative Hours & Compensation

Administrative hours are assigned based on operational requirements.

- Compensation is $18.00 per hour.
- Administrative shifts are primarily remote.
- During scheduled administrative hours, the Administrator is expected to be actively working and completing assigned responsibilities.
- Hours may vary from week to week.
- Additional administrative hours may be offered as needed.

Weekend On-Call CoverageSaturday and Sunday
- Typical on-call availability: 9:30 AM – 6:30 PM
- Compensation: $75 per shift
- Weekend on-call coverage is remote.
- Additional on-call coverage opportunities may become available based on operational needs.

During weekend on-call coverage, the Administrator is:
- Primarily on standby rather than continuously working.
- Required to remain available and reachable throughout the designated shift.
- Expected to monitor assigned clinic communication channels.
- Expected to respond to administrative needs within approximately 30 minutes.
- Responsible for completing tasks when contacted or when an issue requiring attention arises.

On-call availability does not guarantee continuous active work throughout the shift. Key Responsibilities The following responsibilities may apply during both hourly administrative shifts and weekend on-call coverage, depending on operational needs.

Client Communications

- Respond to emails, voicemails, missed calls, and client inquiries in a timely and professional manner.
- Make and answer phone calls using STAR’s 8x8 phone system.
- Document relevant communications in Jane Practice Management Software.
- Send consultation, intake,



appointment confirmation, and follow-up emails using approved templates.
- Provide professional, compassionate, and client-centred customer service.
- Take accurate messages and ensure appropriate follow-up is completed.
- Ensure all communication is explicit, professional, and consistent with STAR policies.

Intake & New Client Referrals
- Respond to new client inquiries and referrals.
- Support the intake process from initial inquiry through consultation and booking.
- Gather required intake information.
- Create and update client profiles in Jane.
- Coordinate consultation appointments.
- Support client matching based on service needs and provider availability.
- Send intake information, appointment confirmations, and follow-up communications.
- Follow up with prospective clients as required.
- Ensure inquiries receive timely and client-centred responses.
- Escalate complex intake or matching concerns when appropriate.

Scheduling & Appointment Management
- Schedule, reschedule, and cancel appointments in accordance with STAR policies.
- Coordinate appointment availability for clients and service providers.
- Assist with scheduling conflicts, cancellations, and appointment changes.
- Coordinate provider room requests when applicable.
- Communicate schedule and shift changes to affected team members.
- Maintain accurate scheduling records in Jane.
- Notify clients and team members of scheduling changes as required.

Charting & Record Updates
- Complete administrative chart notes and record updates in Jane promptly.
- Upload relevant communications to the appropriate client profiles.
- Document scheduling changes, communications, and administrative actions accurately.
- Maintain organized and current client records.
- Support client file management as required.

Billing & Payment Processing
- Process payments for scheduled sessions at the beginning of the shift.
- Review outstanding client balances.
- Assist with invoicing and billing adjustments.
- Issue receipts as required.
- Respond to basic payment-related inquiries.
- Maintain accurate billing records.
- Follow up regarding outstanding payments when required.
- Maintain strict confidentiality of all client and financial information.
- Escalate billing discrepancies or concerns when necessary.

Documentation & File Management
- Maintain accurate digital and physical administrative records.
- Upload communications and documentation to designated systems.
- Organize invoices, receipts, expenses, and supporting documents in Google Drive and/or Gmail.
- Prepare and proofread correspondence, reports, forms, and administrative documents.
- Maintain organized filing systems.
- Ensure records remain accurate, current, and confidential.

Administrative Tracking
- Create and update client and staff profiles.
- Maintain administrative logs and tracking spreadsheets.
- Update internal databases and scheduling platforms.
- Track outstanding administrative tasks and required follow-up.
- Maintain accurate operational records.




- Complete additional administrative tasks based on clinic needs.

Team Support
- Provide administrative support to STAR team members.
- Assist with scheduling conflicts, cancellations, room coordination, payment inquiries, and basic technical concerns.
- Communicate important operational information to affected team members.
- Support providers with administrative matters related to their appointments and schedules.
- Participate in staff meetings and training sessions when scheduled.
- Escalate clinical matters or concerns outside of the administrative scope to the Owner.

QualificationsRequired
- Previous administrative experience.
- Customer service experience.
- Strong organizational and time-management skills.
- Excellent attention to detail.
- Strong written and verbal communication skills.
- Professional phone etiquette.
- Ability to multitask and prioritize competing responsibilities.
- Ability to work independently and manage responsibilities with minimal supervision.
- Strong computer skills.
- Proficiency with Google Workspace.
- Ability to appropriately handle confidential and sensitive information.
- Reliability, accountability, and strong follow-through.
- Ability to remain responsive throughout accepted weekend on-call shifts.

Strong Assets
- Experience with Jane Practice Management Software.
- Previous experience in a therapy, mental health, medical, dental, healthcare, or wellness environment.
- Intake coordination experience.
- Scheduling and client service experience.
- Marketing and/or social media experience.

Ideal Candidate We are looking for someone who is:
- Reliable, responsive, and accountable.
- Highly organized and detail-oriented.
- Professional, approachable, and client-focused.
- Comfortable communicating with clients by phone and email.
- Able to work independently without constant supervision.
- Able to manage changing priorities in a fast-paced environment.
- Proactive in identifying administrative tasks that require attention.
- Comfortable learning and navigating multiple administrative systems.
- Able to maintain confidentiality and professional boundaries.
- Able to recognize when a matter falls outside of the administrative role and requires escalation.

Why Join STAR? This casual position offers the opportunity to gain experience in administration, client intake, scheduling, billing, and clinic operations within a growing mental health and wellness practice.

The Casual Administrative Assistant / Intake Coordinator plays an important role in ensuring clients receive timely, welcoming, and professional support while helping STAR’s team operate efficiently.

The combination of hourly administrative shifts and weekend on-call opportunities provides flexibility while offering experience across multiple areas of clinic administration.

Position: Casual Administrative Assistant / Intake Coordinator

Administrative Pay: $18.00 per hour – remote

Weekend On-Call Pay: $75 per shift – Saturdays and Sundays, typically 9:30 AM–6:30 PM, remote

Additional Coverage: Other administrative or on-call opportunities may be offered based on clinic needs

Schedule: Variable based on STAR’s operational requirements

Pay: $18.00 per hour

Application question(s)

- Do you have experience using the Jane App?

Experience:
- Administrative: 1 year (required)

Language:
- English (required)

Work Location: Hybrid remote in Vaughan, ON

📌 Casual Administrative Assistant / Intake Coordinator (Vaughan)
🏢 S.T.A.R. Holistic Services
📍 Vaughan