Intake Coordinator and Administrative Assistant

3 days ago


Thornhill, Canada CBT Psychology for Personal Development Full time

**JOB TITLE**: Intake Coordinator and Administrative Assistant

**Psychology Clinic Intake Coordinator/Administrative Assistant**

**Does this describe you?**
- I am tech-savvy
- I am an excellent communicator (verbal & written)
- I have good work habits : I am organized, I prioritize and manage time effectively
- I enjoy connecting with people and talking over the phone
- I am good at problem-solving & troubleshooting
- I am able to manage confidential information

**Main Responsibilities**:

- Return calls and match potential clients with the therapist
- Respond to online inquiries for therapy services
- Track incoming referrals in our system
- Add new clients and manage existing clients using online software
- Answer questions to clients and therapists (we will train you)
- Generally be awesome and helpful
- Help with other activities to support the clinic operations

**What We Offer**
- Part-time in-person position
- Some evenings and weekend time are required
- We cultivate a culture where you can express your ambition through various initiatives
- Possibility to grow within our company including leadership positions
- A lively, thriving practice

**Availability** - Shift of 4 to 5 hours a day, total of 20/25 hours per week, flexible.

**Location** - 7626 Yonge Street, Thornhill. L4J 1V9.

Easy public transport access and free parking

**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**

To apply, please fill out the Application form and submit to our Recruiting team.

We will reply to you within 48 hours.

We encourage you to visit our website to learn more about who we are, our mission and start envisioning what working with the CBT team would be like.

We look forward to getting to know you

CBT Psychology Team

**Job Type**: Part-time

Pay: Based on Experience

Ability to commute/relocate:

- Thornhill, ON L4J 1V9: reliably commute or plan to relocate before starting work (required)
- You are an extrovert who likes to communicate with clients and therapists, providing them with support for their requests
- You are detail-oriented, you want to make sure that all the things on your list get done on time
- You are good at prioritizing the projects based on urgency
- You enjoy coordinating office tasks and ensure they run smoothly
- When giving verbal instructions, you are able to make notes to complete these projects
- You are good at understanding written instructions (SOPs) and following procedures and update these as necessary
- You are energetic and empathetic
- You enjoy bringing new ideas to improve our processes and systems based on your experience
- You have a friendly attitude and love to promote a positive work environment
- You are able to train and manage student volunteers. This includes delegating tasks and ensuring that they are completed on time and in compliance with our operations guidelines
- You are a problem solver
- You are able to track payments, follow up and process invoices, and communicating with bookkeeping
- Assist with hiring and onboarding new staff members
- Manage inventory of office supplies, and place orders as necessary
- Prepare and participate in staff meetings and team parties
- Maintain and handle personal health information in a confidential way and in accordance with provincial regulations
- Must have a reliable and problem-free computer system to ensure seamless job performance and mínimal disruptions.

**Job Type**: Part-time

**Benefits**:

- On-site parking

Schedule:

- Evening shift
- Monday to Friday
- Weekends as needed

Ability to commute/relocate:

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

Application question(s):

- Can you commit to working for a minimum of 2 years?

**Experience**:

- Administrative: 3 years (required)

**Language**:

- English fluently (required)

Work Location: In person



  • Thornhill, Canada InnerQore Health: Psychology and Wellness Full time

    **InnerQore Health: Psychology and Wellness is hiring!** InnerQore Health: Psychology and Wellness is a mid-size multidisciplinary mental health and wellness practice in Thornhill located at the intersection of Yonge & Centre Street. We are currently looking for an experienced **full-time Intake Coordinator/Administrative Assistant **to support day-to-day...


  • Thornhill, Canada InnerQore Health: Psychology and Wellness Full time

    **InnerQore Health: Psychology and Wellness is hiring!** InnerQore Health: Psychology and Wellness is a mid-size multidisciplinary mental health and wellness practice in Thornhill located at the intersection of Yonge & Centre Street. We are currently looking for an experienced **full-time Intake Coordinator/Administrative Assistant **to support day-to-day...


  • Thornhill, Ontario, Canada InnerQore Health: Psychology and Wellness Full time

    InnerQore Health: Psychology and Wellness is hiringInnerQore Health: Psychology and Wellness is a mid-size multidisciplinary mental health and wellness practice in Thornhill located at the intersection of Yonge & Centre Street. We are currently looking for an experienced full-time Intake Coordinator/Administrative Assistant to support day-to-day operations...


  • Thornhill, Canada CBT Psychology for Personal Development Full time

    **JOB TITLE**: Intake and Office Operations Coordinator **Who We Are** Welcome to our lively Psychology clinic in Thornhill, Ontario! We're a vibrant team of clinical psychologists, psychotherapists, social workers, and talented practicum students. Our reputation was built thanks to the skills, integrity, and commitment of our fantastic team. We're all...


  • Thornhill, Canada CBT Psychology for Personal Development Full time

    **JOB TITLE**: Intake and Office Operations Coordinator **Who We Are** Welcome to our lively Psychology clinic in Thornhill, Ontario! We're a vibrant team of clinical psychologists, psychotherapists, social workers, and talented practicum students. Our reputation was built thanks to the skills, integrity, and commitment of our fantastic team. We're all...


  • Thornhill, Canada CBT Psychology for Personal Development Full time

    **JOB TITLE**: Intake and Office Operations Coordinator **Who We Are** Welcome to our lively Psychology clinic in Thornhill, Ontario! We're a vibrant team of clinical psychologists, psychotherapists, social workers, and talented practicum students. Our reputation was built thanks to the skills, integrity, and commitment of our fantastic team. We're all...

  • Intake Social Worker

    4 weeks ago


    Thornhill, Canada Reena Full time

    **Who We Are**: Reena is a non-profit organization that has provided community services for people with developmental disabilities while promoting dignity, individuality, independence, personal growth and community inclusion within a framework of Jewish culture and values since 1973. Reena advocates for people, and supports individuals to develop...


  • Thornhill, Canada Reena Full time

    **Description**: The Social Worker’s role is to provide information, assessment and entry facilitation into Reena’s Community Participation Supports and Residential Systems and to maintain and act as the contact for individuals who have chosen Reena to be their lead agency. The Social Worker plays an integral role in the decision-making process in...

  • Office Administrator

    3 weeks ago


    Thornhill, Canada TAC Sports Group Full time

    **About TAC Sports**:TAC Sports is a dynamic youth programming company committed to providing top-tier sports and leadership programs for young individuals. Our mission is to inspire and empower the next generation through engaging and educational experiences. **Key Responsibilities**: - **Registration Management**: Handle registration processes, maintain...


  • Thornhill, Canada Quantum health dental and wellness Full time

    Join Our Dynamic Team at a Modern Dental Practice! Position: Receptionist/Administrative Assistant About Us: Quantum Health Dental & Wellness, seeks a warm, energetic individual to join our modern dental practice. Experience is preferred but not necessary. We offer a positive and collaborative work culture. Key Responsibilities: - Welcoming Presence:...


  • Thornhill, Canada CBT Psychology for Personal Development Full time

    Responsibilities: - Serve as the primary point of contact for all incoming calls and inquiries - Schedule appointments and maintain the calendar for the office - Greet and check-in patients, ensuring a positive and welcoming experience - Collect and verify patient information, including insurance details - Assist with billing and payment processing using...


  • Thornhill, Ontario, Canada ROVER TECHNOLOGY INC. Full time

    Education: Secondary (high) school graduation certificate Experience: 7 months to less than 1 yearTasks: Review and evaluate new administrative procedures Delegate work to office support staff Establish work priorities and ensure procedures are followed and deadlines are met Carry out administrative activities of establishment Administer policies and...


  • Thornhill, Canada Humaniti International Full time

    **Administrative Assistant** Humaniti is a non-profit dedicated to helping change lives around the world. Humaniti is seeking an organized, flexible and eager student to join the team as a summer intern for the role of Administrative Assistant. The Administrative Assistant will support Clearoute’s communications team, clients, and executive members by...


  • Thornhill, Canada Hearing & Balance Centres Full time

    _We are an established audiology and ENT clinic in the Thornhill area. If you are an enthusiastic and dynamic professional, with leadership skills, we would like to have you on our team._ Reports to: Managing Director Role: Responsible for administrative operations of the clinic, including excellent patient care and support to clinicians, patient...


  • Thornhill, Canada My Insurance Broker Corp Full time

    Looking to join a vibrant team committed to providing compassionate, professional, and respectful care to our diverse community? We're excited to offer an opportunity for an Administrative Assistant to join our dynamic team! **Professional Skills** - Oversee completion of necessary forms and compliance with policy requirements by Brokers, ensuring...


  • Thornhill, Canada Zemlar Offices Full time

    **OFFICE ADMINISTRATOR** Zemlar Offices is an all-in-one business workspace solution provider across the GTA since 2011. We provide customized furnished private office spaces, meeting rooms, co-working spaces, one day office, and virtual office services. **Major duties and Responsibilities** - Meet and greet clients and visitors in a courteous and friendly...


  • Thornhill, Canada CIBC Full time

    We’re building a relationship-oriented bank for the modern world. We need talented, passionate professionals who are dedicated to doing what’s right for our clients. At CIBC, we embrace your strengths and your ambitions, so you are empowered at work. Our team members have what they need to make a meaningful impact and are truly valued for who they are...


  • Thornhill, Ontario, Canada Hearing & Balance Centres Full time

    _We are an established audiology and ENT clinic in the Thornhill area. If you are an enthusiastic and dynamic professional, with leadership skills, we would like to have you on our team._Reports to: Managing DirectorRole: Responsible for administrative operations of the clinic, including excellent patient care and support to clinicians, patient scheduling...


  • Thornhill, Canada Enhanced Care Clinic Full time

    At **Enhanced Care**, we know the importance of primary care and family practice in everyone's health and wellness. Our conveniently located clinics are open for extended hours to look after the needs of our patients and our communities. With a team of skilled individuals working alongside with over 70 family physicians, specialists, and allied health...


  • Thornhill, Canada Enhanced Care Clinic Full time

    At **Enhanced Care**, we know the importance of primary care and family practice in everyone's health and wellness. Our conveniently located clinics are open for extended hours to look after the needs of our patients and our communities. With a team of skilled individuals working alongside with over 70 family physicians, specialists, and allied health...