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 environment where your role truly makes a difference
- A modern, light-filled space with free parking and direct subway access
- Convenient location at 1235 Trafalgar Rd, #205a, Oakville, ON L6H 3P1.

You’ll be joining a team that values collaboration, kindness, and growth—for our clients, for our therapists, and for you. Our Vision To be a one-stop shop mental health solution and become an agent of positive change for individuals, families, and communities.

Our Core Values

- Authenticity
- Be a Team Player
- Work Hard, Play Hard
- Humanism
- Respect
- Inclusion
- Diversity
- Equity
- Compassion
- Integrity
- Ethical Practice
- Excellence
- Justice
- Teamwork
- Authenticity

What You’ll Do:

- Front Desk Support: Provide exceptional support to our Psychotherapy practice, assisting with client bookings, payments, and managing intake & consent forms.
- Client Interaction: Welcome clients, answer client calls and emails, and process payments at the end of sessions with professionalism and compassion.
- Quality Assurance: Ensure all administrative tasks are completed accurately,



including follow-ups on payments, securing payment information, and uploading secure documents. Manage booking software, including schedules and treatments offered.
- Office Maintenance: Keep the office area organized, manage office supplies, and maintain clinical files.
- Consult Calls & Client Conversion: Conduct 20-minute phone or video consultation calls with potential clients. You will be trained to confidently lead these calls, ask the right questions, and match clients with the best-fit therapist based on their needs. Your role is to guide the conversation, build trust quickly, answer questions, and help clients take the next step, booking a consult or starting therapy.

To Succeed in This Role:

- You will excel if you possess excellent communication skills and the ability to lead and promote the vision of the clinic.
- You must be extremely organized, thinking 10 steps ahead, with the ability to see the big picture with an entrepreneurial mindset.
- You have a passion for helping others, as you will be the primary point of contact for our clients.
- You are able to use technology platforms, such as Google Workspace Apps, Dropbox and Janeapp.

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:

- Agile, 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 Janeapp is an asset.
- An appetite for innovation and simplicity with a strong process orientation.
- Ability to work autonomously and collaboratively with a talented team.
- Being fluent in Spanish is an asset

Application Process: Please submit a cover letter with your application. In addition to submitting a resume and cover letter:

- Please complete the Big 5 personality test (https://www.123test.com/personality-test/) and share your results during the hiring process. Please send these 3 documents to

We thank all applicants for their interests: Only those under consideration will be contacted. For more info on our practice, check out our website: https://mindunwind.ca/

Accommodations available upon request.

Pay: $22.00 per hour

Expected hours: 20.0 per week

Benefits

- Flexible schedule

Application question(s):
- Are you a Psychology Student?

Education:
- Bachelor's Degree (preferred)

Language:
- Spanish (preferred)

Work Location: Hybrid remote in Oakville, ON L6H 3P1

📌 Clinic Coordinator (Oakville)
🏢 Mind Unwind Psychotherapy
📍 Oakville