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Job type:
Full-time (maternity leave coverage; anticipated duration approximately 8 months, with potential for extension based on operational needs)
Shift and schedule:
This is a 40 hours a week role. The schedule includes: Monday–Friday availability. At least two weekday evenings per week (until 8:00 pm). Weekend availability to monitor and respond to new inquiries (approximately 2–3 hours per day). Evening and weekend hours are scheduled within the employee’s regular weekly hours.
About Us The Toronto Psychology Clinic is a rapidly growing private practice providing psychological consultation, assessment, and treatment to children, adolescents, and adults. Providing culturally-informed, evidence-based, and inclusive services is a priority at our clinic. Our clients are people of diverse ethnic, racial, sociocultural, sexual, gender identities and various abilities and these are lived experiences that we value and attend to throughout our work.
We are a multidisciplinary and collaborative team of professionals that include psychologists, psychotherapists, social workers, and those in supervised practice.
We are seeking a highly organized, detail-oriented health administration professional to support our intake and client services operations.
About the Role
This is a maternity leave coverage position. Reporting to the Clinical Director, the Intake Administrative Assistant supports all new client inquiries in the documentation, screening, and matching them with therapists, while also providing general administrative support to the Clinic Coordinator. This is a
high-contact, phone-based role that requires confidence, warmth, and comfort engaging prospective clients in real-time conversations.You will be responsible for responding to new inquiries, conducting intake screenings, and guiding clients toward appropriate services and clinicians.
This role is well-suited to someone who enjoys talking to people, feels comfortable marketing clinical services in a values-aligned way, and thrives in a fast-paced environment where responsiveness and follow-through matter.
This is a full-time salaried position. Hours are 40 per week, with evening and weekend availability scheduled within that total.
Key Responsibilities
- Respond to new client inquiries by phone, email, and online forms in a professional, warm, and conversion-focused manner
- Conduct intake screenings by phone, actively engaging prospective clients, clarifying needs, and addressing questions or hesitations to support booking decisions
- Confidently recommend and match clients with appropriate clinicians based on clinical fit, availability, and client preferences
- Manage bookings, waitlists, and intake documentation
- Maintain accurate records and databases with exceptional attention to detail
- Handle personal health information in compliance with PHIPA and provincial privacy regulations
- Identify patterns, barriers to booking, and opportunities to improve intake conversations, conversion rates, and client experience
- Support intake-related policies, procedures, and process improvements
- Monitor and respond to new inquiries during assigned evening and weekend hours
- You should be able to meet deadlines, pay attention to detail, and communicate openly and effectively.
- Provide coverage for core Clinic Coordinator responsibilities, including accounts receivable and responding to current client concerns and questions
- Perform other administrative and operational tasks as assigned
Required Qualifications
- Minimum 2 years of experience in health administration or a healthcare administrative role.
- Demonstrated understanding of PHIPA compliance and privacy standards
- Sales experience is a strong asset, particularly experience converting inquiries or leads into booked services
- Enjoys talking on the phone and feels energized by frequent, client-facing conversations
- High comfort and confidence handling a large volume of new inquiries by phone
- Excellent English oral and written skills
- Strong interpersonal and persuasive communication skills, with the ability to build rapport quickly and guide clients toward next steps
- Exceptional attention to detail is a must
- Strong organizational, time-management, and multitasking abilities
- High computer proficiency (Microsoft Word, Excel, Google Drive)
- Ability to work independently in a fast-paced environment
- Ability to take initiative, think on your feet, and make real-time judgment calls during client conversations
Preferred Qualifications
