Office Administrator

Timmins; Canada; On-site; CAD 42,000 - 56,000; Full time

Job summary

Clarity Counselling Services (CCS) in Schumacher, Ontario is seeking an Office Administrator to support daily operations, client communications, and administrative workflows. You will work with clients, therapists, and staff to ensure smooth scheduling, billing, records, and outreach activities in a small team environment.

The ideal candidate is warm, organized, detail-oriented, and proficient with Microsoft Office, practice management software, and digital tools.

Qualifications

• Diploma/Certificate in office or business administration or related field.
• Proficiency with Microsoft Office and digital tools; experience with practice management software.
• Excellent verbal and written communication in a professional, warm manner.
• Able to work independently and with a small team.

Responsibilities

• Serve as first point of contact for clients and inquiries; coordinate client care.
• Manage scheduling, communications, forms, records, and billing using practice software.
• Develop and maintain administrative policies and procedures.
• Support therapists with admin tasks and project coordination; monitor workflows.
• Maintain HR documentation and prepare performance summaries for leadership.
• Handle office operations, inventory, and routine financial tasks.

Skills

Communication

Time management

Attention to detail

Independent

Teamwork

Education

Diploma/Certificate in Office Administration

Tools

Microsoft Office

Practice management software

Canva

Job description

Location: On-site in Schumacher, Ontario

Employment Type: Full-time, Salary

Start Date: October 2026

Clarity Counselling Services (CCS) is a private psychotherapy practice based in Timmins Ontario. We provide compassionate and professional counselling, psychotherapy, workshops and groups to clients and organizations throughout Ontario, in-person, and virtually. We take pride in creating a welcoming, positive, and productive environment for our clients and our team.

We are looking for a friendly and professional Office Administrator to help ensure the smooth day-to-day operations of our practice. This role involves working competently with clients, therapists, and office processes. Our ideal candidate is warm, empathetic, and an excellent communicator who can thrive independently and collaboratively as part of a team. We are seeking a motivated, highly organized, detail-oriented, and tech-savvy individual with the ability to efficiently and adaptively manage a variety of tasks.

Key Responsibilities

Client Care Coordination & Community Engagement

• Engage with clients and community in a warm, professional manner, acting as the first point of contact for all client and public inquiries
• Conduct initial client consultations and match clients with appropriate therapists
• Build connection with the local and virtual community by developing and distributing marketing materials (print and digital) and supporting marketing and social media outreach
• Liaise with external organizations and support community partnerships

Practice Operations & Administration

• Use practice software and tools to manage communications (phone, email, fax, mail) and coordinate services
• Utilize electronic records systems and data management systems for scheduling, forms, records, billing, payment processing, and discharge processes
• Develop and maintain administrative processes and procedures (e.g., policies, documentation protocols, third-party obligations)
• Assist therapists with administrative tasks, support with practice tools, and project coordination
• Monitor team compliance with administrative workflows and upholding established policies and processes
• Monitor and maintain statistics and reports, providing performance summaries for leadership
• Maintain employee files and HR related documentation

Basic Financial Administration

• Client payments, and invoicing, support development and implementation of client payment plans
• Collaboratively maintain accurate financial records
• Manage office supplies, resources, and inventory, ordering supplies as needed and arranging for equipment repair or maintenance when necessary
• Office opening and closing tasks
• Perform light custodial duties to support an organized, clean environment

Eligibility Requirements:

• Must be at least 18 years of age, reside in Timmins, and is legally able to work in Canada

Required Qualifications:

• Diploma, certificate or degree in office or business administration or related field
• Proficiency with Microsoft Office and digital tools; experience with practice management software
• Excellent communication skills (verbal and written) while being professional and warm
• Able to work independently and collaboratively in a small team setting
• Strong attention to detail, time management, and adaptability in a dynamic environment

Preferred Assets:

• Experience working in a healthcare or mental health setting
• Bilingualism (English/French or other languages)
• Knowledge of PHIPA and privacy legislation
• Bookkeeping or invoicing experience
• Ability to use Canva
• Valid drivers license and own vehicle

Why Join Us?

• Hands-on training and support from a collaborative and experienced team
• Opportunities for growth and development in a values-driven and motivated organization
• A chance to make a meaningful impact in the lives of clients and the broader community

Application Deadline: September 30, 2026

We welcome applications from individuals of all backgrounds and we are committed to equitable hiring practices.

Please let us know if you require any accommodations during the application or interview process.

21 Father Costello Dr, Timmins, ON P0N 1G0, Canada

Receive a notification when this company posts a new job.