Administrative Assistant- Clinic Coordinator

talkandthrive; Toronto; Híbrido; CAD 25.000 - 39.000; A tiempo parcial

Descripción de la vacante

Talk & Thrive in Toronto, ON, is seeking a proactive, tech-savvy administrative professional to support clinicians and coordinate workflows in a warm, organized environment. The role is based in Toronto with a hybrid model, requiring occasional in-person attendance for client-related needs.

The position starts part-time with potential to grow to full-time as the practice expands. Prior psychology-clinic admin experience is required, along with initiative and strong organizational skills.

Formación

• Must have prior administrative experience in a psychology clinic or similar clinical setting.
• Ability to handle sensitive client information with discretion and professionalism.
• Strong organizational skills with the ability to manage multiple concurrent tasks.
• Experience coordinating scheduling, referrals, intake paperwork, and follow-ups.

Responsabilidades

• Coordinate client care by responding to inquiries, organizing referrals and intake paperwork, and managing waitlists.
• Manage scheduling across a growing clinical team, including calendars and appointment logistics.
• Support practice operations with invoicing, payments, receipts, and accurate record-keeping.
• Keep the team organized by tracking tasks, deadlines, onboarding steps, and follow-ups.
• Improve workflows by identifying bottlenecks and creating checklists, templates, and repeatable systems.
• Use technology thoughtfully, working with clinical platforms, spreadsheets, and AI tools while protecting confidential information.

Conocimientos

Initiative

Organization

Communication

Team coordination

Tech-savvy

Herramientas

Microsoft 365

Adobe Acrobat

Asana

OWL Practice

AI tools

Descripción del empleo

Take initiative. Keep us organized. Grow with our team.

Talk & Thrive is a growing, busy multidisciplinary psychology practice providing client-focused assessment and intervention, with particular expertise in adult Autism and ADHD assessments. We are seeking a proactive, tech-savvy administrative professional to help keep daily operations running smoothly and support an expanding clinical team. The position is based in Toronto with openness to a hybrid model (occasional in person attendance when needed).

The opportunity

This role starts part-time, with the potential to increase to full-time hours as the practice grows and operational needs develop. You will work closely with practice leadership to coordinate administrative workflows, support clinicians, and provide a warm, organized experience for clients.

Previous administrative experience in a psychology clinic is required. We are looking for someone who understands the pace and sensitivity of a clinical setting, takes ownership of tasks, and anticipates what needs to happen next.

What you’ll do

• Coordinate client care: Respond to inquiries, organize referrals and intake paperwork, manage waitlists, and follow up on outstanding administrative steps.
• Manage scheduling: Coordinate appointments, clinician calendars, assessment bookings, and changes across a growing team.
• Support practice operations: Assist with invoicing, payments, receipts, document preparation, and accurate administrative records.
• Keep the team organized: Track tasks, deadlines, onboarding steps, and follow-ups; help leadership coordinate workloads and maintain consistent processes.
• Improve workflows: Identify bottlenecks, suggest practical solutions, and create clear checklists, templates, and repeatable systems.
• Use technology thoughtfully: Work with clinical and project-management platforms, spreadsheets, digital documents, and approved AI tools while protecting confidential information. Take initiative to improve clinic systems and platforms

What you bring

• Required psychology-clinic experience: Previous administrative work in a psychology clinic, including familiarity with client intake, scheduling, sensitive communication, organizing workshops, preparing presentations and meeting minutes, and confidential records.
• Initiative and follow-through: You anticipate needs, solve problems, take ownership, and complete tasks without repeated prompting.
• Exceptional organization: You manage competing priorities, multitask effectively, track details, and stay calm when schedules or demands change.
• Team coordination: You can help organize a growing team, track responsibilities, support onboarding, and keep communication and follow-ups moving.
• Strong technology skills: You learn new systems quickly, troubleshoot routine issues, and use digital tools to make work more efficient.
• Professional communication: Warm, clear written and verbal communication, sound judgment, discretion, and a client-focused approach.

Required Skills

• Microsoft Office / Microsoft 365: Excel for tracking and organizing information, Word for documents and templates, and Outlook for email and calendar coordination.
• Adobe Acrobat: Preparing, combining, editing, and organizing PDFs and forms.
• OWL / Owl Practice and Asana: Familiarity with clinical practice-management and task-management workflows; direct experience with these platforms is a strong asset.
• AI tools: Familiarity with practical uses such as drafting non-confidential materials and streamlining routine work, with human review and adherence to practice-approved privacy safeguards.

Join a collaborative, growing practice where your ideas and initiative matter. Help build practical systems, work closely with leadership and clinicians, and take on increasing responsibility as the practice expands.