Job Summary
We are seeking a dedicated and detail-oriented Intake and Administrative Assistant to join our team. The ideal candidate will be responsible for managing the front desk operations as part of a team, providing exceptional customer service, and ensuring a smooth intake process for clients. This role requires strong organizational skills, proficiency in data entry, and excellent phone etiquette to effectively communicate with clients and staff. It also involves having a comfort and familiarity with mental and physical wellness services and the ability to direct clients to the appropriate practitioners. The successful candidate will be required to be available for evenings and weekends.

Responsibilities

- Acts as the first point of contact for all clients while creating a warm and inviting presence at reception, by phone and by email
- Manage incoming calls, schedule appointments, and respond to inquiries in a timely manner
- Completes brief intakes with new clients and matches to appropriate clinicians
- Utilizes EHR system (Jane) to arrive, bill, book and reschedule client appointments
- Follows-up with clients regarding missed payments and / or missed appointments
- Handles cash and electronic POS payments
- Maintain an organized front office environment by managing files, supplies, and office equipment
- Plans and creates content to be posted across social media platforms
- Assists in set up of rooms or spaces for different services (e.g. setting up room for Registered Massage Therapy, Reiki, Yoga, Family Therapy, Groups, etc.)
- Provide support to practitioners as needed, including handling patient check-ins and check-outs




- Executes light office cleaning and reorganization of retail stock
- Monitors office supplies and purchases as needed
- Performs other duties as assigned within the scope of the position

Qualifications

- Previous experience in an office or front desk role is preferred
- Familiarity or experience working in a mental or physical health related field is an asset
- Experience working with Jane or other EHR systems an asset
- ASIST or crisis support training an asset
- Strong customer service skills with the ability to communicate effectively both verbally and in writing
- Self-motivated, able to work independently and problem-solve
- Awareness and reflection of social justice and cultural literacy
- Warm, non-judgmental and supportive presence towards clinicians and clients
- Excellent organizational skills with a keen attention to detail
- Ability to handle multiple tasks efficiently while maintaining professionalism under pressure
- Proficiency in using technology and basic system troubleshooting (using the printer and wifi, helping clinicians set up their camera, etc.)
- Strong phone etiquette and interpersonal skills are crucial for this position

If you are passionate about providing excellent service and thrive in a rapid-paced environment, we encourage you to apply to join our team today!

Job Types: Part-time, Casual

Pay: From $18.00 per hour

Benefits:

- Casual dress
- Company events

Application question(s):

- Are you familiar with mental health and physical wellness concepts and services?

Experience:

- Customer service: 1 year (preferred)
- Office experience: 1 year (preferred)

Work Location: In person

📌 Intake and Administrative Assistant (Toronto)
🏢 The Growth & Wellness Therapy Centre
📍 Toronto