Are you the kind of person who notices when a room feels welcoming and quietly makes it that way? Do people tend to feel calmer after talking with you? Do you have strong opinions about how a waiting room should smell? (Fresh, not "hospital." We agree.)

We're looking for a part-time Clinic Coordinator to be the steady, welcoming presence at our Belleville office.

About Us

Hope Harbour Psychotherapy is a trauma-informed group psychotherapy practice serving Belleville and the Quinte region. Our team of therapists works with children, teens, adults, couples, and families.

We believe that walking through the door for therapy takes courage. Every person deserves to be met with warmth, calm, and respect from the moment they arrive. The front desk is where that begins.

We take our work seriously, but we don't take ourselves too seriously. Laughter is part of how we care for each other as a team.

Our Values

- Compassionate Safety - We create a space where people feel safe, respected, and cared for.
- Authentic Communication - We say what we mean, kindly and honestly, without hype.
- Professional Credibility - We take our work seriously and do it with care and integrity.

What You'll Do

- Welcome clients in person. Greet each client as they arrive, help them settle in, and keep the waiting area calm and comfortable.
- Cover the front desk and phones. Answer calls and emails during your shifts. Book, reschedule, and cancel appointments for existing clients in our practice management software. Route new client inquiries to our Intake Coordinator. Route billing questions and client concerns to our Client Care Manager.
- Process payments. Take payments when clients check in, and update payment information securely by following clinic procedures.
- Care for the space. Keep session rooms and waiting areas tidy and ready. Restock supplies. Notice the small details that help people feel comfortable, like the tissue box that's almost empty or the lamp nobody turned on.
- Support the team. Scan, file, and prepare documents.



Help therapists with practical needs during your shift, such as room changes or supplies.
- Protect privacy. Handle all client information with discretion and follow our privacy procedures under Ontario's health privacy law (PHIPA).

What You Bring

- At least one year of experience in customer service, reception, hospitality, or healthcare administration
- A calm, warm presence, including with people who may be anxious or upset
- Reliability. The people coming through our door count on you being there.
- The ability to follow systems and processes. To demonstrate your attention to detail and ability to follow procedures, please refer to the information below.
- Comfort with technology, including Gmail, Google Drive, and learning new software. Experience with JaneApp is an asset.
- Flexible availability across mornings, daytimes, evenings, and some weekends
- A sense of humour. Bonus points if you laugh at your own jokes. We do.

Psychology, social work, and related students and graduates are welcome to apply.

How to Apply

Please submit your CV/resume and cover letter to [email protected] , including the requested information.

One thing that will give you a BIG leg up: complete the free personality test at https://www.123test.com/personality-test/ and share your results to [email protected]. Please include in the email subject line "I have found my type of peeps." (Yes, that's our little way of finding the people who actually read the posting. That's you. Hi!)

We'd like to welcome our new colleague soon, but we'll take the time we need to find the right fit. Thank you to everyone who applies; we'll contact those selected for an interview.

To learn more about us, visit hopeharbourpsychotherapy.com.

We can't wait to meet you!

Pay: $22.00 per hour

Expected hours: 12.0 – 18.0 per week

Advantages

- On-site parking

Ability to commute/relocate:
- Belleville, ON K8N 5P9: reliably commute or plan to relocate before starting work (required)

Experience:
- customer service or reception: 1 year (preferred)

Work Location: In person

📌 Clinic Coordinator (Part-Time Front Desk Receptionist) (Belleville)
🏢 Hope Harbour Psychotherapy
📍 Belleville