Job Description

Who We Are

Are you looking to further develop your career in the Healthcare industry with one of North America's top innovative healthcare providers? Our success is backed by enthusiastic people, ready to make a positive difference in the lives of over 10 million people through digital and enterprise health solutions. If you have a passion for providing compassionate, quality care or services to those in need, then a career with Kii Health might be what you are looking for!


Kii Health is transforming the delivery of healthcare using technology and by providing a patient-centric approach, with an emphasis on continuity of care. By leveraging healthcare technology, the Company is building one, connected platform that addresses all points of a patient's healthcare journey and provides better access to care and improved outcomes. Through Kii Health's proprietary technology, the Company delivers quality healthcare through a holistic offering including primary care, mental health support, digital healthcare, patient support programs, healthcare navigation, employee assistance programs, disability management, occupational health & safety, and educational resources.


To learn more about CBT Associates, please visit: www.cbtassociates.com

Position Summary

The Clinical Administrative Assistant serves as an ongoing point of contact for individuals engaged in mental health services. This role provides essential support to the management team, clinical associates, and office visitors, ensuring that all interactions--both internal and external--are professional, positive, and productive. By streamlining administrative processes, the Clinical Administrative Assistant helps clinicians deliver timely, high-quality care to individuals seeking mental health support. The ideal candidate is detail-oriented, compassionate, and thrives in a fast-paced, client-centered environment dedicated to delivering best-in-class mental health care.

Key Responsibilities

Operational Support

: Oversees the smooth daily operations of CBT Associates, providing direct support to the Operations Manager, Clinical Directors, and clinical associates

Office Infrastructure Management

: Maintains reliable office systems, including computers, shared drives, supplies, and communal resources.

Calendar Administration

: Manages the shared calendar, ensuring accurate and timely updates related to client bookings, data entry, and billing.

Client Scheduling

: Coordinates client appointments following initial consultations, ensuring continuity of care.

Policy Compliance

: Supports adherence to company policies and procedures, consulting when necessary.

Invoice Monitoring

: Notifies Clinician's of outstanding invoices and ensures timely follow-up.

Resource Library Oversight

: Maintains and organizes the internal resource library for staff use.

Client Relations

: Serves as a primary point of contact for internal and external clients, fostering professional and responsive communication.

Facilities Coordination

: Supports office maintenance and liaises with the landlord regarding facility-related matters.

Onboarding Support

: Provides new Clinician's with orientation to office procedures and protocols.

Communication Management

: Handles email correspondence, answers phone calls, and ensures prompt follow-up on messages to prospective clients, referring professionals and other administrative personnel.

Administrative Tasks

: Performs photocopying, printing, faxing, and filing as required.

Mail Handling

: Processes incoming and outgoing mail, including correspondence with referring agents, colleagues, and clients.

Financial Reconciliation

: Conducts reconciliations to ensure accurate invoicing, collections, and payments.

Payment Follow-Up

: Tracks and follows up on outstanding payments to ensure timely resolution.

Special Projects

: Participates in or manages additional assignments and initiatives as needed, related to CBT Associates or broader services provided by Kii Health

Ensure compliance with PHIPA/PIPEDA

, internal policies, and confidentiality standards

Qualifications

Completion of a college diploma or certificate in Office Administration, Health Administration, Medical Office Assistant, or a related field. Minimum 2 years of administrative experience, preferably in a healthcare, mental health, or clinical environment. Experience with client scheduling, calendar management, and billing systems is highly valued. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams). Familiarity with electronic medical records (EMR) or case management systems. Comfortable using shared drives and cloud-based tools. Excellent verbal and written communication skills. Strong customer service orientation with a compassionate and professional demeanor. Ability to interact effectively with clients, clinicians, and team members. Exceptional attention to detail and time management skills. Ability to prioritize tasks, manage multiple responsibilities, and work independently in a fast-paced environment. Understanding of privacy regulations (e.g., PHIPA in Ontario) and commitment to maintaining confidentiality in all client interactions. Willingness to take initiative and adapt to evolving administrative needs. Comfortable working in a dynamic, client-focused setting.

Compensation

Kii Health is a growing, purpose-driven group that is looking for like-minded individuals to join our multi-disciplinary team and provide the highest quality of healthcare support.

Compensation will be commensurate with experience and qualifications Competitive benefits program, where eligible A generous allocation of paid time off, including vacation, health and wellbeing days, and diversity days, pro-rated by position Cross-functional opportunities for individuals to progress in their careers

We thank everyone who is interested in our role. Only qualified candidates will be directly contacted for this position.


Kii Health is an equal opportunity employer. We do not discriminate on the basis of race, ancestry, religion, color, national origin, gender, sexual orientation, gender orientation or expression, political belief, age, marital status, or disability status.


Kii Health is also committed to fostering a culture of belonging, which includes ensuring an accessible work environment and employment practices. If you require an accommodation in completing any pre-employment assessments or applications, interviewing or otherwise participating in the recruitment process, please email recruiting@kiihealth.ca. Protecting the safety and welfare of employees, clients, and patients that use our services is of utmost importance to us. For this reason, final applicants will be asked to undergo a background check.