Clinic Manager

**If you’re a detail-oriented, proactive, and people-centered individual with a passion for building smooth systems and supporting a team from behind the scenes—we’d love to hear from you**

**WHAT YOU WILL GET TO DO**

As our Clinic Manager, you will play a central role in the daily operations of Whole Kids Health—helping ensure that every part of the clinic functions smoothly and that our clients, families, and team members feel supported and cared for. You will act as the connective thread between clinical, administrative, and leadership systems, helping to translate our values into operational excellence.

You’ll work closely with and help coordinate three key areas of the clinic:

- **The Clinic Director**- Assisting with planning, systems management, and strategic initiatives that help the clinic grow and evolve in alignment with our mission
- **The Clinical Team**- Supporting psychologists, trainees, students and volunteers by managing scheduling, tracking documentation, and setting up efficient systems so they can focus on their clinical work
- **Clients & Families**- Providing warm, responsive, and clear communication to families, helping to resolve issues, clarify information, and create a welcoming point of contact for care
- **Your key responsibilities will include**:_
- **Coordinating daily clinic operations**, including clinician schedules, room bookings, billing support, and appointment adjustments
- **Tracking documentation timelines**and following up to ensure completion, accuracy, and privacy compliance
- **Onboarding and orienting new team members**, including clinicians, practicum students, and administrative staff
- **Supporting internal systems and resources**, such as updating policies ,improving workflows, and maintaining clinic templates and forms
- **Upholding privacy and confidentiality standard**s when working with sensitive personal health information
- **Collaborating with the Clinic Director on special projects**, including training initiatives and clinic development
- **Creating and coordinating social media content**that reflects the clinic’s tone, values, and community engagement
- **Contributing to a positive team environment**through clear communication, reliability, and a proactive approach to problem-solving and process improvement

**WHAT YOU WILL NEED**
- A **Bachelor’s degree**in a relevant field such as social work, business administration, psychology, or a healthcare-related discipline
- **Experience in administrative, coordination, or clinic-facing roles**(healthcare or mental health preferred, but not required)
- **Ability to create systems and workflows**that support team efficiency and improve client care
- **Knowledge of Canadian healthcare policies and legislatio**n, including privacy standards (e.g., PHIPA) and professional regulations (e.g.,College of Psychologists and Behavioural Analysts of Ontario)
- **Proficiency with digital tools**, including Google Workspace, MicrosoftOffice, and Jane (or similar EHR platforms)
- Strong **written and verbal** **communication**skills
- Excellent **organizational and time management** abilities
- **Warm, professional, and responsive presence**when working with clients, families, and team members
- **Discretion and integrity**in handling confidential personal health information
- **Ability to work both independently and collaboratively**within a values-driven, team-based environment
- **Willingness to work in a hybrid role**, with most duties completed in person at our North York (Toronto) office and some flexibility for remote work

**WHAT YOU WILL LOVE**
- **Meaningful impact**: Play a key role in helping children, youth, and families access the care they need by supporting the systems that make it all possible
- **Variety in your day**:Take on a dynamic role that blends scheduling, coordination, and day-to-day problem-solving to keep the clinic running smoothly
- **Hybrid flexibility**:Enjoy a primarily in-person role with some flexibility for remote work when appropriate
- **A calm, modern workspace**:Work in a bright, thoughtfully designed clinic that’s welcoming for both families and staff
- **Reliable tools and systems**:Stay organized and efficient with access to Jane App, Google Workspace, Slack, and shared clinic resources
- **Team connection**:Be part of a close-knit team that values collaboration with regular check-ins, team meetings, and seasonal social events

**HOW TO APPLY**

If this role feels like a great fit, we’d love to hear from you

**Job Types**: Part-time, Fixed term contract
Contract length: 12 months

Pay: $22.00-$25.00 per hour

Expected hours: 10 - 25 per week

Schedule:

- Monday to Friday

Work Location: In person

Expected start date: 2025-08-25