PSYCHOLOGY CLINIC INTAKE COORDINATOR/ADMINISTRATIVE ASSISTANT

Do you love helping people and keeping things organized? We’re looking for an Intake Coordinator/Administrative Assistant who thrives on keeping things running smoothly behind the scenes. If you take pride in being efficient and love interacting with others, this could be the perfect role for you.
You’ll handle client inquiries, schedule appointments, and communicate directly with therapists. You’ll use Janeapp to manage billing, scheduling, and tracking tasks while logging interactions to keep our admin team on the same page ensure the clinic operates smoothly. From managing schedules to ensuring clients are set up with the right services, your role is crucial in maintaining our clinic’s high standards and reputation. We’re looking for someone who genuinely enjoys this kind of work and wants to be part of a team that makes a difference daily.

Here’s what we’re looking for:

• You love talking to people over the phone and in person.
• You’re highly organized, detail-oriented, reliable, and have a strong work ethic.
• You’re comfortable using software systems and quick to pick up new ones.
• You are OK at multitasking.
• You’re excited to be part of a growing clinic and are ready to contribute.
• You have worked in an administrative role and also customer service, or sales.
• You have experience in the mental health field or have a real passion for it.

Imagine yourself sitting in a bright, welcoming office space with big windows and natural light, and a comfortable adjustable-height desk. We are located in a beautiful area of Thornhill (Yonge St and Centre St). Love coffee? We’ve got a Nespresso machine waiting for you!
We’re looking for someone who’s committed to making this a long-term fit (at least 2 years). If this sounds like you, we’d love to hear from you! Let’s see if you’re the perfect match for this key role in our clinic.

QUALIFICATIONS

• Minimum three (3) years office admin/intake or similar experience.
• Proficient using project management systems and Google Docs
• Excelent level of English communication in verbal and in writing
• High organizational skills
• High work ethic standads

EXPERIENCE/SKILLS

• Minimum 3 years’ experience as an intake coordinator and/or client care preferably in a health-related clinic or wellness center.
• Minimum 5 years’ experience in Administration
• Tech-savvy with proficiency in various systems.
• Organized
• Experienced in creating and implementing administrative procedures.
• Proficient in team management and possess outstanding communication skills.
• Passion for mental health and a positive, professional attitude.
• Self-directed and capable of achieving goals independently.
• Familiarity with reports to track team performance.
• Proficient in Google Workspace and comfortable with technology like website content editing on WordPress.
• Resourceful, adaptable, and proactive in resolving issues.

ADDITIONAL SKILLS (PREFERRED)

Experience with project management systems (ClickUp), communication tools (Slack, Ring Central), appointment scheduling (JaneApp), website content management (WordPress), and marketing platforms (Mailchimp or similar, Facebook, Instagram).
How to Apply: Fill out this form: https://cbtpsychology.com/careers/
We encourage you to visit our website to learn more about who we are and our mission and to imagine what working with the CBT team would be like.
We look forward to getting to know you!
Job Type: Part-time
Pay: $22.00-$25.00 per hour
Expected hours: 25 per week

Additional pay:

• Retention bonus

Benefits:

• Company events
• On-site parking

Schedule:

• Evening shift
• Weekends as needed

Ability to commute/relocate:

• Vaughan, ON L4J 1V9: reliably commute or plan to relocate before starting work (required)

Experience:

• Administrative experience: 3 years (required)

Language:

• English (required)

Work Location: In perso

• Support our operations so they run smoothly and efficiently
• Support our therapist and clients with their admin needs in a timely manner
• Use various systems to manage practice operations, such as JaneApp, ClickUp, Google Docs, Mailchimp, etc.
• Communicate with clients and professionals using email, text, WhatsApp, Slack, fax.
• Use spreadsheets to manage data and provide information on how things are going
• Take intake calls, match new clients with the most suitable therapist, and input their information into our system
• Manage the schedule for therapists and clients for assessments and therapy sessions
• Assessment coordination: book assessments, bill and release report
• Keep track of material’s inventory
• Keep records of all clients’ payments, process invoices and receipts
• Help with marketing materials and activities, such as editing website content and creating flyers
• Train new intake coordinators/office managers and onboard new clinicians
• Perform clerical duties such as photocopying, scanning, filing documents, and ensuring office maintenance
• Support the day-to-day functioning of the therapists and clinic
• Keep the offices clean and tidy, including watering plants
• Replenish office supplies as required