Job Purpose The Administrative Assistant supports the daily administrative operations of CommYOUnity Counselling & Family Support Ltd. by managing client communications, scheduling, billing support, records, and routine office tasks.

The position also maintains internal administrative information, coordinates HR-related communication, and helps therapists and management keep client records and office processes accurate, organized, and responsive.

Duties & Responsibilities

Key responsibilities include, but are not limited to the following:

- Monitor the general information inbox and respond to inquiries
- Communicate with prospective and current clients about general administrative matters and appointment-related requests.
- Schedule and reschedule client appointments in Jane App and assist with basic client-side Jane App issues when able.
- Maintain client profiles in Jane App
- Submit billing invoices to external funding sources
- Update internal administrative documents, including the Employee Handbook and health and safety information, as directed.
- Coordinate routine HR-related communication at the direction of the employer.
- Answer phone calls, check voicemail regularly, return calls as required, and maintain office organization and basic supplies.
- Maintain common office areas including refilling supplies and light cleaning duties
- Completing other administrative duties as assigned.

Qualifications

- High school diploma or equivalent required; postsecondary education in office administration, social services, or a related field considered an asset




- 2 year experience in administrative, reception, or customer service work
- Proficiency with email, word processing, electronic records, and standard office systems.
- Experience using Jane App or comparable scheduling or practice-management software is an asset.
- Experience processing invoices, receipts, or third-party billing is an asset.
- Education or experience in mental health, social services, psychology, or child and youth care an asset

Core Competencies

- Clear written and verbal communication
- Proficiency with computers, email, scheduling software, and basic office applications
- Attention to detail and accuracy
- Organization and time management
- Confidentiality and handling of sensitive information with professionalism and discretion
- Warm, compassionate, and nonjudgmental approach when interacting with clients and families
- Comfortable working independently, multitasking, and managing competing priorities
- Problem-solving skills and adaptability
- Collaboration and reliability

Working Conditions

- Monday to Friday
- Part time hours with the possibility of turning to full-time. Hours to be discussed and can be flexibly based on the successful candidates schedule.
- In person based at our Thamesford and Ingersoll clinic with the possibility of moving to a hybrid model as hours increase.

Pay: From $24.00 per hour Expected hours: 15.0 – 20.0 per week

Benefits

- Casual dress
- Versatile schedule
- On-site parking
- Paid time off

Work Location: In person

📌 Administrative Coordinator (Thamesford)
🏢 CommYOUnity Counselling u0026 Family Support
📍 Thamesford