Virtual Administrative Assistant

2 weeks ago

Toronto, Ontario, Canada Talk and Thrive Psychology Full time

Job Posting: Part-Time Administrative Assistant

Talk and Thrive Psychology – Toronto (Remote)

Talk and Thrive Psychology is a Toronto-based, evidence-driven and client-focused practice offering specialized psychological and psychodiagnostic services—most notably adult-oriented Autism and ADHD assessments. With in-person services available in Toronto and virtual options for residents of Ontario, Quebec, and Nova Scotia, the clinic ensures accessibility and responsiveness for neurodivergent individuals seeking clarity and support

We are looking for a highly organized, detail-oriented, and reliable Part-Time Administrative Assistant to join our team.

This role is remote, with an expected workload of up to 10-15 hours per week.

Key Responsibilities

  • Respond to client inquiries via email and phone in a timely, professional manner
  • Manage appointment scheduling, confirmations, and cancellations
  • Support psychologists with administrative tasks (e.g., intake forms, record keeping)
  • Maintain accurate and confidential client records in compliance with PHIPA standards
  • Assist with invoicing, payment tracking, and insurance documentation
  • Provide general administrative support as needed to ensure smooth day-to-day operations
  • Manage and respond to emails, phone calls, and client inquiries with professionalism and courtesy
  • Utilize Microsoft Office Suite, Google Workspace, and other relevant software to prepare documents, reports, and presentations
  • Perform data entry tasks accurately and efficiently, maintaining organized records and files
  • Handle bookkeeping duties using QuickBooks or similar accounting software
  • Support front desk operations including multi-line phone systems, appointment scheduling, and filing systems
  • Proofread documents for accuracy and clarity before submission or distribution
  • Support medical or dental office operations if applicable, including patient scheduling and record management
  • Maintain organizational systems to ensure efficient workflow across various departments

Qualifications

  • Previous administrative experience (healthcare/mental health setting is an asset)
  • Strong organizational and time-management skills
  • Excellent written and verbal communication skills
  • Comfort with technology and ability to quickly learn new software (experience with OWL or similar practice management systems is an asset)
  • Ability to work independently, maintain confidentiality, and exercise discretion
  • Flexible and reliable, with strong attention to detail
  • Demonstrate organizational skills with the ability to multitask effectively in a fast-paced environment
  • Strong typing skills along with proofreading capabilities to ensure accuracy in all documents

Position Details

  • Hours: Up to 10-15 hours per week
  • Location: Remote (Toronto-based applicants preferred)
  • Compensation: Competitive hourly rate, based on experience

Job Type: Part-time

Pay: $20.00-$30.00 per hour

Expected hours: No less than 15 per week

Work Location: Hybrid remote in Toronto, ON

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