Administrator / Clinic CoordinatorJoin Open Haven

Open Haven Counselling & Therapy is looking for a warm, organized, and dependable Administrator / Clinic Coordinator to join our growing team.

This is a fully virtual role supporting the day-to-day operations and growth of our online psychotherapy practice across Ontario.

We know that reaching out for therapy can be difficult. The way someone is treated when they first contact us matters. We are looking for someone who understands that and can make clients feel comfortable, respected, and supported from the beginning.

About Open Haven

Open Haven is a growing psychotherapy practice providing online therapy across Ontario.

We work with individuals, couples, and families from different backgrounds and life experiences. We want our practice to feel professional and well organized while still being warm and personal.

We also want the people who work with us to feel supported, trusted, and valued.

Our Vision To create a welcoming place where people can feel understood, gain a better understanding of themselves and their relationships, and take meaningful steps forward.

What We Value

Kindness

We treat people with patience and respect.

Authenticity

We communicate honestly and genuinely. You do not need to have all the answers.

Respect

We recognize that every person has a different story, background, culture, and perspective.

Responsibility

We follow through, pay attention to details, and take our work seriously.

Teamwork

We help each other and communicate openly.

Growth

We are always looking for ways to improve the client experience and how the practice operates.

What You Will DoClient & Clinic Support

- Answer client calls and emails in a warm and skilled manner.
- Help new clients understand how to get started with therapy.
- Manage bookings, cancellations, and rescheduling.
- Assist with intake and consent forms.
- Respond to general questions about appointments, payments, and clinic processes.
- Keep client and administrative information accurate and organized.
- Assist with payments and insurance-related administrative tasks.
- Support therapists with scheduling and day-to-day administrative needs.

Marketing & Content Marketing will be an important part of this role.





You will help Open Haven stay visible and connected with the people we want to reach.

This may include

- Creating simple, professional graphics and materials using Canva.
- Preparing social media content.
- Creating and sending newsletters through Mailchimp.
- Maintaining Mailchimp lists and campaigns.
- Helping with website content and updates.
- Creating referral materials, flyers, brochures, and other clinic resources.
- Researching relevant topics, keywords, community opportunities, and marketing ideas.
- Helping track marketing activities and results.
- Supporting marketing campaigns and strategies developed with the clinic owner.
- Bringing forward ideas for social media, email marketing, referrals, and other ways to grow the practice.
- Helping keep Open Haven's branding and messaging consistent.

You do not need to be a marketing expert. We are looking for someone who is interested in marketing, comfortable learning, creative, and able to think about what will actually be useful to our clients and community. Supporting the Growth of Open Haven

Open Haven is growing, so this role will develop over time.

We value someone who notices what needs to be done, takes initiative, and brings ideas forward.

If you see a process that could be easier or a marketing opportunity we have missed, we want you to speak up.

What We Are Looking For

You are someone who is:

- Warm and approachable
- Organized and dependable
- Comfortable communicating with different people
- Detail-oriented
- Able to work independently
- Comfortable managing several priorities
- Good at following through
- Comfortable with technology
- Creative and interested in marketing
- Comfortable with Canva or willing to learn
- Comfortable with Mailchimp or willing to learn
- Interested in social media and digital marketing
- Able to think about the bigger picture
- Comfortable asking questions and receiving feedback
- Respectful of privacy and confidentiality





The Right Fit You may be a good fit if you:

- Notice the small things.
- Follow up without always being reminded.
- Like keeping systems organized.
- Are curious about what makes a marketing idea effective.
- Can work independently in a virtual environment.
- Know when to take initiative and when to ask for direction.
- Care about doing your work well.

We are not looking for someone who expects to know everything from day one. We are looking for someone who is reliable, thoughtful, willing to learn, and takes pride in their work.

Qualifications

- Previous experience in administration, customer service, healthcare, marketing, communications, or a similar role is an asset.
- Experience in a healthcare or therapy practice is an asset but not required.
- Strong written and verbal communication skills.
- Good organization and attention to detail.
- Comfortable working remotely and managing your own time.
- Comfortable using Google Workspace and online systems.
- Experience with Canva and Mailchimp is an asset.
- Experience with Jane or another practice management system is an asset.
- Basic understanding of social media and digital marketing is an asset.
- Ability to handle confidential information appropriately.

What You Can Expect From Us This is a fully virtual position. You will work remotely and communicate with the Open Haven team through online systems and regular communication.

We will provide the information and training you need to understand our systems and processes.

We value ideas and feedback, and we want you to have the opportunity to grow with the practice.

You will be part of both the administrative and creative side of Open Haven, helping us provide a smooth experience for clients while supporting the continued growth of the practice.

If This Sounds Like You

If you are organized, kind, responsible, curious, and enjoy both working with people and creative tasks, we would love to hear from you.

Please submit your resume through the application process.

A cover letter is welcome but not required.

Learn more about Open Haven Counselling & Therapy at openhaventherapy.com.

Accommodations are available upon request.

Pay: $22.00-$25.00 per hour

Work Location: Hybrid remote in Nepean, ON

📌 Administrator/ Clinic Coordinator (Nepean)
🏢 OPEN HAVEN COUNSELLING AND THERAPY
📍 Nepean