Job Overview

We are a growing mental health clinic providing psychotherapy and counselling services to individuals, couples, and families across Ontario.

We are seeking a highly organized, dependable, and proactive Administrative & Operations Coordinator to support the day-to-day administrative operations of our practice while strengthening our internal systems and operational processes.

This role is ideal for someone who is meticulous, resourceful, tech-savvy, and comfortable working independently. We are looking for someone who takes initiative, anticipates needs, and follows through on responsibilities without requiring constant oversight.

The successful candidate will work closely with the Founder and Clinical Director, serving as a trusted administrative and operational support to ensure client communications, clinician coordination, administrative workflows, and ongoing projects are managed efficiently.

Responsibilities

- Manage client inquiries, intake coordination, appointment scheduling, and follow-up communications.
- Monitor and manage clinic email communications, ensuring timely, professional, and accurate responses.
- Coordinate clinician schedules, administrative requests, and internal team communications.
- Support invoicing, payment processing, billing inquiries, and administrative financial tracking.
- Develop, organize, and maintain standard operating procedures (SOPs), administrative workflows, and internal documentation.
- Maintain accurate spreadsheets, records, referral trackers, and operational reporting systems.
- Coordinate administrative communications and requirements with external partners and community organizations.
- Support marketing administration, including newsletter coordination, social media scheduling,



and inquiry tracking.
- Identify opportunities to improve processes, increase efficiency, and strengthen day-to-day operations.
- Provide regular progress updates, manage deadlines, and take ownership of assigned responsibilities through to completion.
- Assist with occasional special projects, workshops, and community outreach initiatives.

Experience

Required:

- Previous administrative experience in a professional, healthcare, or client-focused environment.
- Exceptional organizational skills, attention to detail, and ability to manage competing priorities.
- Strong written and verbal communication skills, with a professional, warm, and client-centred approach.
- Demonstrated ability to work independently, take initiative, solve problems, and follow through without repeated reminders.
- Strong technical proficiency, including Google Workspace, spreadsheets, digital filing, and administrative tracking systems.
- Ability to maintain confidentiality and exercise sound judgment when handling sensitive client information.
- Reliable weekday daytime availability and the ability to consistently meet agreed-upon deadlines and responsibilities.

Preferred:

- Administrative experience within a psychotherapy, counselling, or healthcare practice.
- Familiarity with Jane App or comparable practice management software.
- Experience with QuickBooks, Mailchimp, Canva,



and project management platforms.
- Experience developing SOPs, improving workflows, or implementing administrative systems.
- Familiarity with client intake, appointment scheduling, invoicing, and healthcare administration.
- Experience supporting a small business owner, clinical director, or growing professional services team.

Position Details

- Position Type: Part time, Independent Contractor
- Compensation: $20/hour CAD
- Hours: Approximately 20–30 hours per month, depending on the operational needs of the practice. Hours may fluctuate monthly.
- Schedule: Availability during regular weekday business hours
- Work Arrangement: Primarily remote. Occasional in-person support for workshops or community events in Durham Region or the GTA may arise. Fully remote candidates will be considered.
- Contract Duration: Initial three-month independent contractor agreement, with the possibility of continuing longer-term following a mutual review.
- Anticipated Start Date: November 30, 2026.

How to Apply

Please submit your resume and a brief cover letter addressing the following:

- Why does working within a mental health practice appeal to you at this stage of your professional journey?
- What qualities, skills, and working habits would make you a strong right-hand support to a busy CEO?

Application Deadline: November 13, 2026.

Applications will be reviewed on a rolling basis. Only shortlisted candidates will be contacted for an interview.

Pay: $20.00 per hour

Expected hours: No more than 8.0 per week

Benefits

- Casual dress
- Company events
- Flexible schedule
- On-site parking
- Work from home

Work Location: Hybrid remote in Durham, ON

📌 Administrative & Operations Coordinator (Regional Municipality of Durham)
🏢 Mental health clinic
📍 Regional Municipality of Durham