About the Role
Newcastle Counselling Services (NCS) is a warm, client-centered private psychotherapy and social work practice in Newcastle, Ontario. We're looking for an organized, self-directed Clinic Coordinator to be the administrative backbone of our clinic. This role is ideal for someone who takes pride in working independently, exercises strong professional judgment, and genuinely cares about creating a welcoming experience for clients navigating mental health support. Quick Facts
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Location:
Newcastle, ON (in-person)
- Type: Part-time (18 hours/week with option to increase over time)
- Reports to: Clinic Director
- Start date: December 26/January 27
- Wage – $20-$24/hr What You'll Be Doing Client Services
- Greet clients warmly and manage front desk interactions in person and by phone
- Schedule, confirm, and manage appointments
- Handle client inquiries with empathy and professionalism
- Troubleshoot client and therapist technical issues across platforms
- Maintain strict client confidentiality in all interactions Billing & Insurance
- Process client billing and insurance claims
- Maintain accurate billing records
- Follow up on outstanding invoices and insurance payments Office Operations
- Keep the office stocked, tidy, and running smoothly each shift
- Organize and maintain physical and digital files
- Manage the website and ensure content is current Social Media & Marketing
- Schedule and publish weekly social media content across NCS platforms
- Create posts and graphics
- Support marketing initiatives and community outreach as directed Staff & Administrative Support
- Support onboarding of new therapists
- Complete end-of-month reporting from




- Provide versatile, proactive support to the clinic director
- Handle sensitive situations — client distress, disputes, complaints — with calm and professionalism What We're Looking For Required
- Strong organizational skills and attention to detail
- Professional, empathetic communication — written and verbal
- Ability to handle sensitive and confidential information with discretion
- Comfortable working independently with minimal supervision
- Computer proficiency – Google Workspace and ability to learn new platforms efficiently
- Reliable, punctual, and able to follow detailed procedures
- Problem solving skills Assets (Nice to Have)
- Experience with Jane App, Squarespace,
- Familiarity with insurance billing (SunLife, GreenShield, Telus Health eClaims)
- Background in a healthcare, counselling, or social services setting
- Experience with Canva, Squarespace, or social media management Why Join NCS?
- A small, supportive team culture built on warmth and respect
- Meaningful work supporting clients accessing mental health care
- Opportunity to grow into a trusted operational leadership role with increased hours
- A clinic director who values your autonomy and professional judgment

How to Apply
Please send your resume and a brief cover letter to [email protected]. In your cover letter, tell us about a time you managed a complex task or situation independently — we'd love to hear how you approach challenges without needing step-by-step direction. We thank all applicants for their interest. Only those selected for an interview will be contacted. Pay: $20.00-$24.00 per hour Expected hours: 18.0 per week Work

Location:
In person

📌 Clinic Coordinator (Newcastle)
🏢 Newcastle Counselling Services
📍 Newcastle