Location: On Site at Riverwise Psychological Services, Barrie ON

Job Type: Full-Time, Monday to Friday 8:30 a.m. -4:40 p.m. This is a one-year maternity leave position beginning January 2027.

Salary: $23-$26 per hour

About Riverwise Psychological Services:

Riverwise Psychological Services is a thriving psychology clinic that offers psychological assessments, parent consultation, and therapy for children and adolescents. We are committed to fostering a supportive, organized, and secure environment for both our clients and team members.

Position Overview:

We are seeking an experienced administrative assistant to fill a one-year maternity leave position beginning in January 2027. This role is integral to the smooth running of our clinic, ensuring that our clients receive excellent service from the moment they call or walk through the door. The ideal candidate will be organized, proactive, and capable of handling a wide range of responsibilities with a positive and professional attitude.

Key Responsibilities:

Client Management:

- Serve as the first point of contact for clients, providing a warm and professional welcome.
- Book and manage appointments for psychological assessments and therapy sessions, including complex scheduling for assessment clients.
- Handle client inquiries, both in person and over the phone, providing exceptional customer service. Manage the onboarding of new clients.
- Prepare and manage client files, ensuring all documentation (intake forms, consent forms, etc.) is complete and organized.
- Follow up on client paperwork, ensuring all necessary forms are completed before appointments.
- Assist in organizing groups and workshops, including participant registration, gathering information, and managing deposits.

Office Administration:

- Oversee payroll processing by collecting and verifying hours, managing contractor invoices, and assisting with payments through the bank.
- Track and manage office expenses, ensuring accurate record-keeping and timely payments of bills.
- Manage office supplies, including ordering and maintaining stock levels, ensuring the office is always well-equipped.




- Assist with digital conversion of client files, including scanning and organizing physical files into a digital system.
- Implement and manage standard operating procedures (SOPs) for all administrative tasks to ensure efficiency and consistency.

Front Desk Duties:

- Perform daily opening and closing of the office, ensuring the clinic is secure and ready for clients.
- Serve as the first point of contact for clients, ensuring a welcoming and professional environment.
- Answer phone calls and manage the reception area, including handling walk-ins and managing the flow of clients.
- Manage e-mail correspondence, including response to inquiries, directing messages to appropriate clinicians, and ensuring timely follow up on client and clinician communications.
- Process payments and issue receipts, and submit direct billing claims on behalf of clients, ensuring all transactions are accurately recorded.
- Prepare files for clinicians, including both standard and customized assessment files, and maintain a well-organized filing system.

Team Support and Culture:

- Onboard new clinicians, including showing them around the office, setting up their workspace, and introducing them to office procedures.
- Foster a positive team environment by maintaining high standards for punctuality, office security, and client safety.
- Assist with minor office tasks, such as tidying the reception area, kitchen and washrooms, restocking basics, managing office tidiness, and ensuring a welcoming environment for clients.

Desired Qualifications:

- Exceptional organizational skills with a keen attention to detail.
- Prior experience in a front desk or administrative role, preferably in a healthcare or therapy setting.
- Experience supporting payroll processing, office management,



and client communication is highly desirable.
- Ability to multitask and manage time effectively in a fast-paced setting.
- Strong interpersonal and communication skills, with the ability to be both personable and firm.
- Proficiency with technology and office software; experience with scheduling and record keeping software (e.g., Owl Practice) and direct billing software (e.g., Telus e-claims, Sunlife, Provider Connect) is a plus.
- A positive and professional demeanor, with the ability to be firm when necessary.
- High energy and a positive attitude, with a commitment to maintaining a professional and welcoming environment.
- A team player who is also capable of working independently and taking initiative.

Why Join Riverwise Psychological Services?

- Be part of a supportive and growing team dedicated to making a positive impact on the lives of children and adolescents.
- Competitive salary and opportunities for professional development.

How to Apply:

1. Please submit your résumé and brief cover letter to [email protected].

2. All applicants must also complete our brief screening questionnaire using the link below. The questions will help us learn more about your relevant experience, organizational skills, approach to client communication, and interest in joining our team. Applicants who do not complete this form will not be considered.

https://hushforms.com/adminquestions

Applications will be reviewed based on relevant experience and responses to the screening questions. Shortlisted candidates will be invited to complete a brief practical exercise, followed by an interview. Professional references will be requested from final candidates.

Applications will be accepted until November 17, 2026, or until the position is filled. This position will begin January 2027. Only candidates selected to move forward in the process will be contacted.

Pay: $23.00-$26.00 per hour

Expected hours: 37.5 per week

Application question(s):

- All applicants must complete a screening questionnaire: https://hushforms.com/adminquestions

Work Location: In person

📌 Administrative Assistant - maternity leave (Barrie)
🏢 Riverwise Psychological Services
📍 Barrie