Intake Coordinator

Beaches Therapy Group currently has three busy, modern clinics in Midtown and East Toronto. We are collaborative, multi-disciplinary staff, offering individual, couple, child, and family therapy. Our clinic serves a broad range of clients.

We are a mostly paperless practice with excellent management software. Solid administrative support in a beautifully and newly renovated clinic space. We have a fantastic team and a collaborative atmosphere with regular case consultations.

Position Summary

The Intake Coordinator is a client-facing, front desk role responsible for welcoming clients to the clinic and serving as the first point of contact for new inquiries. This position greets clients in person, manages phone and email communication, guides clients through the intake process, assesses their needs, and schedules their first appointments. The Intake Coordinator ensures a seamless and positive client experience, supports effective therapist-client matching, and assists with front desk and administrative operations. While much of the role focuses on client communication by phone and email, the position is also cross-trained in additional administrative tasks to support overall clinic operations. Each day is performed with compassion, professionalism, and a genuine commitment to client care.

This is an in-office position and the ideal candidate will be flexible and have the ability to work at all three locations (East Toronto & Midtown).

Days and Hours

Saturday to Wednesday, 10:00 am to 6:00 pm

Salary: $45,000/yearly

What you will do:

• Providing a warm and professional welcome by greeting clients upon arrival to the clinic and ensuring they feel comfortable and supported throughout their visit.
• Managing referral intake from start to finish via registration of the inbound patient, from web and phone sources, by thoroughly understanding the client's needs and their treatment goals
• Booking patients into the appropriate clinician's schedule for a either a clinical consultation or first session based on current therapist availability.
• A sensitive approach to client-facing interactions, allowing the client to be fully heard and understood while still adhering to clinic procedures.
• Nominal online record and document management (we are a paperless practice).
• Answering occasional distress calls when they arise, triaging to the appropriate external services as needed.
• Perform daily administrative tasks such as maintaining cleanliness within clinic reception area and offices, checking supply inventory levels and other day to day operations to ensure a pleasant and clean environment for staff and clients.

What you will bring:

• Bachelor's degree preferred, ideally in Psychology, Business Administration, or a related field
• Two or more years of experience as an administrative office assistant is preferred.
• Excellent communication skills in English (spoken, written, reading and comprehension); other languages are considered an asset.
• Committed, reliable. Compassionate and sensitive to the vulnerabilities of patients in a mental health setting.
• Proficiency in Microsoft Office Suite, and the ability to learn new programs specific to the business
• Experience with JANE booking software is considered an asset.
• Crisis centers / social mental health setting experience is considered an asset, but not required.

Additional Responsibilities/Skills/Competencies:

• Ability to effectively follow assigned procedures for various scenarios.
• Completes work within expected periods of time.
• Demonstrates the ability to use problem-solving and critical thinking skills.
• Passionate about learning, training, and ongoing development in the mental health space.

Job Types: Full-time, Permanent

Pay: $45,000.00 per year

Application question(s):

• Can you work the days, hours, and locations listed on the job posting?

Education:

• Bachelor's Degree (preferred)

Experience:

• Jane: 1 year (preferred)
• Office: 2 years (preferred)

Work Location: In person