Job Summary
The Canadian Centre for Cognitive Behavioural Therapy (CCCBT) is seeking a professional, organized, and client-focused Part-Time Administrative Assistant / Intake Coordinator to support our growing team of mental health professionals.
This role serves as the first point of contact for prospective clients and plays an important role in ensuring a positive and seamless intake experience. The successful candidate will be responsible for managing client inquiries, coordinating appointments, supporting clinicians, and assisting with day-to-day administrative operations.
This position is ideal for someone who enjoys helping others, is highly organized, and can work independently in a fast-paced healthcare environment.
Responsibilities
- Respond to new client inquiries by phone and email in a professional and compassionate manner.
- Conduct client intake and gather relevant information for scheduling and clinician matching.
- Schedule appointments and manage clinician calendars using Jane App scheduling software.
- Manage incoming and outgoing calls using Grasshopper phone systems.
- Monitor and respond to emails using Microsoft Outlook.
- Maintain accurate client records and administrative documentation.
- Assist with appointment confirmations, rescheduling, and cancellations.
- Support clinicians and administrative staff with day-to-day operational needs.
- Ensure client information is handled in accordance with privacy and confidentiality requirements.
- Perform general administrative duties including data entry, filing, and record maintenance.
- Assist with front desk responsibilities when clients attend in person.
Qualifications
- Current enrollment in, or completion of, post-secondary education in Psychology, Mental Health, Counselling, Social Work, Behavioural Sciences, or a related field is strongly preferred
- Previous administrative, reception, customer service, or intake experience preferred.
- Experience in a healthcare, mental health, medical, or allied health setting is considered an asset.
- Strong computer skills and ability to learn new software quickly
- Experience with Jane App, Grasshopper, Microsoft Outlook, or similar platforms is an asset.
- Excellent verbal and written communication skills.
- Strong organizational skills and attention to detail.
- Ability to multitask and manage competing priorities.
- Professional, reliable, and able to work independently.
- Comfortable interacting with individuals seeking mental health services.
Schedule & Availability
- Part-time position.
- Evening and weekend availability is required.
- Hours will vary based on client demand and clinic scheduling needs.
- Candidates must be flexible and available to work when clients are booked for in-person services.
- Additional hours may become available as the clinic continues to grow.
What We Offer
- Supportive and collaborative team environment.
- Opportunity to work within a leading evidence-based mental health clinic.
- Valuable experience in mental health administration and client care.
- Ongoing opportunities for growth and increased responsibilities.
- Flexible part-time scheduling.
Job Type: Part-Time
Work Location: Toronto, ON (In-Person)
Please include a Resume and most recent Academic Transcript in submission. We thank all applicants for their interest; however, only those selected for an interview will be contacted.
Pay: $20.00 per hour
Work Location: In person
