Front desk/ Office administrator position

Bloor West Therapy is a small mental health practice located in Bloor West Village. We are seeking a reliable professional administrator with strong organizational skills and attention to detail, who is also able to communicate with clients in a mature, personable, and professional manner.

The successful candidate will be someone who genuinely enjoys administrative work; is honest, dependable, exceptionally detail-oriented, highly organized, and comfortable with problem-solving; likes to be in a client/customer-facing setting; and takes pride in their work. We are looking for someone who could envision themselves staying in the role long-term and would enjoy being a valued and integral member of a team.

This is a 30-38 hour/ week, in-person position that oversees the daily operations of our practice, including: being responsible for all client communication by phone, email, and in-person at our office; responding to new enquiries and guiding new clients through our intake process; scheduling and resolving questions for existing clients; processing payments and submitting insurance claims; and supporting our team. Strong verbal and written communication skills are critical, as you will be communicating with clients and new referrals by both phone and email.

In this role, you are the first point of contact for new and existing clients. Given the services we provide, you may interact with vulnerable clients who are in emotional distress, so we are also looking for a candidate who understands how to remain calm under pressure and communicates in a way that reflects our clinic's culture, balancing compassion, competence, professionalism, and warmth.

We are looking for someone with at least 3-5 years prior experience in an administrative role, or someone who has completed a post-secondary program in office or healthcare administration followed by 2-3 years of related experience. This position is only suitable for someone who is comfortable with and prefers working independently, without other team members in a similar role, since it is currently the only administrative position in the practice.

Daytime hours with some limited evening times (latest until 6pm) 4-5 days per week; however, there can be some flexibility in hours for the right candidate. The role is office-based (please do not apply if you need or prefer to work from home).

Comprehensive training will be provided and is expected to take 3-6 weeks. During this training period, reduced hours (totalling approximately 20-25 hours per week) are expected.

Responsibilities include but are not limited to:

• Work with confidential information, and associated knowledge of PHIPA
• Oversee day-to-day operations of clinic, ensuring administrative processes run smoothly
• Respond to client enquiries and resolve client concerns promptly and professionally; this includes writing personalized emails without using AI
• Schedule existing clients
• Process payments and complete direct billing to insurance companies
• Regularly check account balances and follow up on payment as needed
• Correspond with and provide administrative support to clinicians, including facilitating rescheduling of appointments when necessary
• Manage incoming new client referrals through phone, email, and fax
• Monitor online scheduling system (Janeapp) and provide technical support to clients when needed
• Manage intake process (discuss presenting concerns, determine client needs, match incoming clients with appropriate clinicians)

Skills required in this role include:

• Punctual, reliable, and honest
• Exceptional attention to detail and organizational skills
• Enjoy managing administrative tasks and related processes
• Ability to work independently and use sound judgement, problem-solving skills, and effective time-management
• Ability to accept direction and seek guidance when necessary
• Ability to maintain discretion and sensitivity when handling confidential client information
• Excellent interpersonal skills and ability to communicate professionally and respectfully with clients and clinicians
• Proficient computer skills and experience with Microsoft Office programs
• Excellent verbal and written communication; especially proficient in use of email as primary method of communication

Location:

• In-person at our Bloor West Village office
• Conveniently located across from Jane subway station

Qualifications:

• At least 3-5 years successful work experience in administrative role; or post-secondary program in office or healthcare administration followed by 2-3 years of successful work experience in administrative role
• Previous experience in client/patient supporting role

Why Work With Us

• Supportive and friendly small team environment
• Comprehensive, modern, and easy-to-use systems (online scheduling/ payment platform)
• Beautiful office space
• Competitive pay & benefits available (eligibility for benefits after 3 months)
• Convenient location on Bloor-Danforth subway line, right across the street from Jane Station

Hours/ compensation:

Predominantly daytime hours with some limited evening times, 4-5 days per week. Schedule differs based on day of the week, totalling 30-38 hours per week, depending on practice schedule; some limited flexibility in hours and schedule may be possible. Typical working days are Monday-Friday, 5-8-hour shifts depending on day.

Compensation is $25 - $35 per hour, depending on experience and applicable skill set. Rate may be increased (depending on starting rate) and transition to annual salary may be possible after 6-month review, based on performance and demonstrated capabilities to oversee operations and complete tasks accurately and independently. Eligible for group benefits (premiums fully covered) after 3 months.

Application requirements:

If you feel you would be a good fit for this role, please send your resume and a cover letter to: to ensure we receive all your application documents. In your cover letter, please answer the following questions:

• Why do you believe this role would be a good fit for you?
• What is something you'd like us to know about you that wouldn't be evident from your resume?
• What are your long-term career hopes and plans?

We will be contacting suitable candidates on a rolling basis. The application process will remain open until the position is filled.

Please do not call or visit the office. If you have any questions, please email us at:

Please note: Only applications that include a resume and detailed cover letter, specifically addressing the above questions, will be reviewed and responded to.

We look forward to hearing from you,

Bloor West Therapy

Job Types: Full-time, Permanent

Pay: $25.00-$35.00 per hour

Expected hours: 30 – 38 per week

Benefits:

• Dental care
• Extended health care

Work Location: In person