Clinic Operations Manager
Organization: Whole Kids Health Psychology Group
Location: North York site (primarily in-person)
Schedule: Full-time (35 hours/week, Monday–Friday)
Compensation: $25–$28 per hour depending on experience
Employment Type: Permanent position (with 6 month review). We are looking for someone seeking a stable, long-term role within a growing clinic.
About Our Clinic
Welcome to Whole Kids Health!
We are a growing mental health practice committed to providing high-quality care to children, teens, and families. Our services include psychological and psychoeducational assessments, individual therapy, group programs, parent coaching, and consultation across two locations, alongside a growing professional education platform.
We strive to foster a welcoming, collaborative environment where families feel understood, clinicians are supported in their work, and care is delivered with compassion and integrity every step of the way.
As we continue to grow, we are looking for a highly organized and proactive Clinic Operations Manager who enjoys creating structure, improving systems, and helping a clinical team function smoothly. We are especially looking for someone who takes initiative, notices what needs to be done, and enjoys making things run better.
If you're someone who naturally brings order to complexity, takes initiative, and enjoys supporting a team — we would love to meet you!
What You Will Get To Do
As our Clinic Operations Manager, you will play a central role in helping the daily operations of Whole Kids Health run smoothly. You will help ensure clinicians feel supported, families feel cared for, and clinic systems function efficiently.
You'll work closely with and help coordinate three key areas of the clinic:
The Clinic Director and Leadership Team
- Supporting operational planning and implementation
- Assisting with systems development and organization
- Helping move projects forward and improving workflows
- Providing reliable follow-through on operational initiatives
The Clinical Team
- Supporting psychologists and clinicians with scheduling coordination
- Helping maintain organized systems so clinicians can focus on care
- Supporting onboarding of clinicians, students, and administrative staff
- Acting as a dependable operational support person for the team
Clients and Families
- Supporting intake coordination and communication
- Providing clear and professional communication to families
- Helping resolve scheduling or coordination issues
- Supporting a welcoming and organized client experience
Key Responsibilities
Clinic Operations
- Coordinate clinician schedules and room bookings
- Support intake coordination and appointment flow
- Manage clinic communications (email, phone, inquiries)
- Track documentation timelines and follow up when needed
- Support administrative accuracy and organization
- Maintain clinic templates, forms, and workflows
- Identify small operational issues and help improve systems
- Support implementation of workflow improvements
Operational Management
- Help ensure clinic processes run smoothly day-to-day
- Help identify opportunities for improved organization
- Support the Clinic Director with operational follow-through
- Help translate ideas into organized execution
Team Support
- Assist with onboarding of clinicians and team members
- Help maintain organized internal resources
- Support small operational projects
- Contribute to a positive and collaborative team environment
Whole Kids Health Learning Hub
- Coordinate administrative aspects of the Whole Kids Health Learning Hub
- Support scheduling of trainings and educational programs
- Help organize materials and participant communication
- Assist with program coordination as the Learning Hub grows
- Support organization of systems related to this initiative
What You Will Need
We are most interested in capability, reliability, and mindset.
Strong candidates typically have:
- Minimum 2 years experience in clinic administration, healthcare coordination, or operations support
- Experience supporting multiple clinicians or a healthcare team preferred
- Strong organizational and time management skills
- Ability to manage multiple competing priorities
- Comfort using digital systems (Google Workspace, Canva, Slack, Jane or similar EMR preferred)
- Strong written and verbal communication skills
- High level of discretion with confidential information Ability to work independently and take ownership of responsibilities
Nice to have:
- Healthcare or mental health setting experience
- Experience improving workflows or systems
- Experience coordinating small teams
Education:
- Bachelor's degree or equivalent relevant experience
What You Will Love
- Meaningful work supporting children and families
- Stable daytime schedule (no evenings or weekends)
- Full-time hours with predictable structure
- A warm, beautifully designed clinic space in the heart of North York
- A respectful and collaborative team culture
- Variety in your day combining coordination and problem solving
- Opportunity to contribute ideas and improvements
- Opportunity to grow with a developing clinic
- Exposure to healthcare operations leadership
- Potential to grow into a senior operations or management position as the clinic continues to expand
How To Apply
If this role sounds like a strong match for your strengths, we would love to hear from you!
Please email [email protected] with your resume and a brief cover letter, with the subject line: Clinic Operations Manager – [Your Name]
Application deadline: June 4, 2026. Interviews will take place the week of June 8.
Thank you for your interest in joining Whole Kids Health! We truly appreciate the time and care you put into your application. Only candidates selected for an interview will be contacted.
Pay: $25.00-$28.00 per hour
Application question(s):
- How many years of experience do you have in clinic administration, healthcare coordination, or operations support?
- Have you worked in a healthcare or mental health setting?
- Are you comfortable working primarily in-person at our North York location, Monday to Friday?
- Which practice management or EMR systems have you worked with?
Work Location: In person
