Practice Administrative Assistant

Part-Time | Evenings & Saturdays | Carlington/Merivale, Ottawa

Sherwood Psychology is growing and preparing to open a new satellite office within a pediatric medical clinic. We’re looking for a warm, conscientious administrative professional who enjoys supporting clients and clinicians and wants a longer-term role within an established group practice.

What Sherwood offers

- $25–$32 per hour, depending on experience
- Consistent part-time hours, with additional hours during vacation coverage
- Paid training with our experienced Practice Administrator, beginning as soon as possible
- A warm, collaborative team that values transparent communication, mutual respect and thoughtful work
- Meaningful work helping clients access mental health services and supporting clinicians in providing care
- Independence in your day-to-day work, with established procedures and team support

About the role

You will work in person at our Carlington/Merivale satellite office while supporting administrative operations across Sherwood Psychology. Our main Practice Administrator will continue coordinating the central administrative workflow, with your work complementing hers.

Responsibilities include:

- Booking new clients using established clinician-matching guidelines
- Processing payments, issuing receipts and following up on outstanding balances
- Sending intake forms, following up on paperwork and maintaining accurate records in JaneApp
- Assisting with inquiries, scheduling changes, cancellations and waitlists
- Supporting clinicians with administrative follow-up and coordination
- Welcoming clients at the satellite office and following office access and opening/closing procedures
- Providing clear updates and handovers, and referring questions or concerns to the appropriate team member

Who we’re looking for

- Previous administrative experience in a healthcare,



mental health or allied health practice, including scheduling, client communications and payments
- A warm, professional communicator who treats clients, families and clinicians with care
- A conscientious, organized and dependable person with strong attention to detail and follow-through
- Someone who can prioritize, work independently, handle confidential information discreetly and recognize when to seek guidance
- Comfort learning digital systems and an interest in a consistent, longer-term role

Experience supporting multiple clinicians is an asset. Familiarity with JaneApp is helpful but not required—training is provided.

Schedule and start date

Regular satellite office shifts are anticipated to begin in December 2026, with the exact date and schedule confirmed as staffing and opening plans are finalized.

Approximate in-person hours:

- Monday–Thursday: 4:30–8:00 p.m.
- Friday: 4:30–6:00 p.m.
- Saturday: 9:00 a.m.–2:00 p.m. or 10:00 a.m.–3:00 p.m.

This totals approximately 20.5 hours per week across six days.

When our Practice Administrator is on vacation, you will take on broader responsibility for essential daily inquiries, intake and scheduling. This requires additional daytime availability for up to approximately two weeks per year, potentially in morning and afternoon blocks. Full 9:00 a.m.–5:00 p.m. availability is not necessarily required; arrangements will be discussed in advance.

About Sherwood

Sherwood Psychology is an Ottawa group practice providing warm, down-to-earth,



evidence-informed therapy and psychological assessment services. Our goal is to help our clients and team members feel understood, supported and empowered.

Interested?

Please apply through Indeed with your résumé and a brief cover letter that includes:

- Your relevant administrative experience supporting clients and clinicians
- Confirmation that you can accommodate the regular in-person schedule and occasional daytime vacation coverage described above
- Your earliest available start date for paid training

Learn more about our practice at sherwoodpsychology.com.

Pay: $25.00-$32.00 per hour

Expected hours: 20.5 per week

Benefits:

- Company events
- On-site parking

Application question(s):

- Do you have previous administrative experience in a healthcare, mental health or allied health practice, including appointment scheduling, client or patient communications, and processing payments?
- Are you available to work IN PERSON at our Carlington/Merivale location in OTTAWA for all of the following regular shifts, totalling approximately 20.5 hours per week?

- Monday–Thursday: 4:30–8:00 p.m.
- Friday: 4:30–6:00 p.m.
- Saturday: 9:00 a.m.–2:00 p.m. or 10:00 a.m.–3:00 p.m.
- Can you provide additional daytime availability during our Practice Administrator’s vacation periods, for up to approximately two weeks per year? Coverage may involve morning and afternoon blocks, with arrangements discussed in advance; full 9:00 a.m.–5:00 p.m. availability is not necessarily required.
- Are you available to begin paid training within the next six weeks?
- Briefly describe your relevant administrative experience. Please identify the type of practice you worked in, how long you worked there, and your responsibilities related to scheduling, client or patient communications, and payments.

Work Location: In person

📌 Administrative Assistant – Psychology Practice (Part-Time) (Ottawa)
🏢 Sherwood Psychology
📍 Ottawa