Office Administrator

Clarity Counselling Services; Timmins; On-site; CAD 40,000 - 55,000; Full time

Job summary

A local mental health practice in Timmins is seeking an Office Administrator to ensure smooth operations. Responsibilities include client coordination, managing communications, and maintaining financial records. The ideal candidate is organized, detail-oriented, and proficient in digital tools. This full-time position offers an inclusive workplace culture aimed at professional growth.

Benefits

Hands-on training

Opportunities for growth

Positive work culture

Qualifications

• Proficiency with digital tools and practice management software.
• Excellent verbal and written communication skills.
• Ability to work independently and as part of a team.

Responsibilities

• Engage with clients professionally and handle initial consultations.
• Manage communications and coordinate services using practice software.
• Maintain accurate financial records and assist therapists with admin tasks.

Skills

Communication skills

Attention to detail

Time management

Team collaboration

Education

Diploma in office or business administration

Tools

Microsoft Office

Practice management software

Job description

Overview

Location: On-site in Schumacher, Ontario
Employment Type: Full-time, Salary
Start Date: October 2025

Clarity Counselling Services (CCS) is a private psychotherapy practice based in Timmins Ontario, with a second location in Ottawa 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 eligible under the NOHFC Workforce Development Program
• The candidate is either a new entrant in the workforce, a new graduate, or is transitioning into a new career in office administration and must not have participated in the NOHFC’s People & Talent Program in the past
• 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?

At CCS we offer the opportunity to be part of a team that values connection, compassion, transparency, and growth and high-quality client care. We prioritize a positive and inclusive work culture and are committed to supporting both our clients and our team members. In this role, you’ll receive:

• 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 Instructions

Please send your resume and cover letter to Vanessa Hazelwood, Practice Owner, at [e-mail].

Application Deadline: October 10, 2025

Only candidates selected for an interview will be contacted. 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.

This opportunity is proudly supported by Northern Ontario Heritage Fund Corporation and is funded through the Workforce Development Program. Eligibility requirements of the program can be found here: https://nohfc.ca/en/pages/programs/people-talent-program/workforce-development-stream

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

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