Please read the full posting carefully. Application instructions are at the end.
About New Moon Psychotherapy
New Moon Psychotherapy is a trauma-informed, sex-positive psychotherapy practice located in Toronto's Fashion District. We specialize in trauma, sex, and relationship therapy and are committed to providing compassionate, ethical, and evidence-based care.
At New Moon, we believe that client care begins long before a therapy session starts. Reaching out for support can feel vulnerable, and the way clients are welcomed, informed, and supported matters.
We are looking for a thoughtful, organized, and emotionally attuned Client Care Coordinator to join our team. This role is central to the client experience at New Moon, helping ensure that individuals seeking support feel welcomed, informed, and cared for from their very first interaction with our practice. The ideal candidate combines strong interpersonal skills with excellent organization, sound judgment, and the ability to manage multiple responsibilities in a dynamic environment.
The Role
As our Client Care Coordinator, you will often be the first point of contact for clients seeking support. You will help guide individuals through the intake process, support the day-to-day operations of the practice, and ensure clients and clinicians receive the administrative support they need.
This position requires someone who can balance compassion with organization, maintain professionalism in sensitive situations, and work independently while collaborating closely with the rest of the team. The role involves managing multiple responsibilities and shifting priorities throughout the day, requiring strong organizational skills, sound judgment, and the ability to remain attentive to both client needs and operational details.
This is a part-time, in-person position based at our Toronto office near Spadina and Queen.
Responsibilities
Client Care & Communication
- Respond to phone calls, emails, and client inquiries with professionalism, warmth, and empathy
- Conduct consultation and intake calls when appropriate
- Support clients with scheduling, rescheduling, cancellations, and general questions
- Help clients navigate services and connect them with appropriate therapists
- Communicate with clients experiencing a range of emotional and practical concerns with professionalism, empathy, and clear boundaries
- Maintain a welcoming and supportive client experience from first contact onward
Administrative & Operational Support
- Manage therapist schedules and client bookings using Jane
- Prepare and maintain confidential client records in accordance with PHIPA requirements
- Process payments and follow up on outstanding invoices
- Prepare intake forms, measures, referrals, and other client documentation
- Support clinic organization, workflows, and day-to-day operations
- Assist with team coordination and administrative projects
- Ensure the office remains organized, professional, and well-stocked
- Report directly to the Office Manager
Content & Communications Support
- Assist with formatting and publishing social media content across platforms
- Support newsletters and internal communications as needed
- Make basic updates to marketing materials using Canva
- Help ensure content is posted accurately and aligns with our brand and values
Qualifications
- Availability Monday through Saturday, including a combination of daytime and evening hours
- Ability to work in person at our Toronto office (Spadina & Queen)
- Previous experience in administration, client services, healthcare, wellness, education, hospitality, or another role involving direct support to clients or customers is preferred
- Students and recent graduates in Psychology, Social Work, Sex & Gender Studies, Human Services, or related fields are welcome to apply
- Strong written and verbal communication skills
- Comfort handling confidential and sensitive information
- Experience with Jane is considered a strong asset
- Familiarity with Zoho Mail, Canva, Zoom, and Windows-based systems
- Strong organizational skills and attention to detail
- Ability to learn new systems quickly and manage competing priorities
We Value Candidates Who Are
- Proactive, resourceful, and able to take initiative
- Able to effectively manage multiple responsibilities and shifting priorities while maintaining attention to detail
- Reliable, accountable, and highly organized
- Tech-savvy and comfortable learning new systems
- Strong communicators who write and speak thoughtfully
- Collaborative team members who can also work independently
- Warm, professional, and emotionally intelligent
- Calm and grounded when supporting individuals experiencing stress or vulnerability
- Respectful, ethical, and aligned with the values of a trauma-informed practice
Why Join New Moon?
At New Moon Psychotherapy, you'll be part of a team dedicated to providing thoughtful, ethical, and high-quality care. As a Client Care Coordinator, you'll play an important role in helping clients access support and ensuring the practice runs smoothly behind the scenes.
This is a dynamic role within a busy private practice environment. No two days are exactly alike, and the work often involves balancing multiple priorities while responding to the needs of clients, therapists, and the practice as a whole. For someone who enjoys staying engaged, learning new skills, and contributing to meaningful work, the days tend to go by quickly.
This role is well suited to students and early-career professionals interested in mental health, client care, healthcare administration, or private practice operations. You'll gain valuable experience supporting a specialized psychotherapy practice while developing strong administrative, communication, and client service skills.
Application Instructions
Please email the following to [email protected]
- Resume
- Cover letter explaining why this role and our practice are a good fit for you
- Your availability (days and times)
Subject Line: CCC Application
Only complete applications submitted via email will be reviewed.
We appreciate the care and intention it takes to apply thoughtfully and look forward to hearing from candidates who feel genuinely aligned with our work and values.
Thank you to all applicants for your interest. Only those selected for an interview will be contacted.
Pay: $20.00 per hour
Work Location: In person
