Job Description

Job Title: Front Desk / Administrative Assistant (with Marketing Support)

Location:

Hopewoods and Sparkling Seeds

Job Type:

Full-time

About Us:

Hopewoods has been an established counselling and psychotherapy centre for 13 years, with a team of over 30 registered psychotherapists and registered social workers providing treatment for a wide range of psychological and life difficulties. This is our website for further information: www.hopewoods.ca. We are expanding our services to serve children and youth, as well as the neuro-atypical population, including autistic children, youths, and young adults. We already have a multi-disciplinary team in place consisting of speech-language pathologists, occupational therapists, ABCB therapists, and special education teachers.

Key Responsibilities

Front Desk & Administrative Duties

Answer and direct phone calls promptly and professionally, taking detailed messages when necessary. Conduct initial consultations with new clients, assisting with intake forms and required documentation. Manage client communication regarding appointments, rescheduling, and cancellations. Support therapists with scheduling, administrative tasks, and client-related coordination. Track office supplies and coordinate maintenance as needed. Ensure strict confidentiality and compliance with privacy policies and regulatory requirements. Collaborate with therapists and administrative staff to improve clinic operations.

Marketing Support

Create engaging content and manage social media platforms Schedule and monitor posts, respond to comments and messages professionally. Assist with planning and executing events such as fundraisers, outreach programs, and awareness campaigns. Coordinate volunteers and staff for event support. Research funding opportunities and support grant writing efforts in collaboration with the marketing team.

Qualifications

Previous experience in an administrative, front desk, or customer service role (healthcare or counselling setting is an asset). Strong organizational skills with the ability to manage multiple priorities. Excellent verbal and written communication skills. Proficiency with scheduling software and Microsoft Office Suite. Familiarity with social media management (Instagram, Facebook,/Red Notes, Canva, ect). Detail-oriented, professional, and client-focused. Bilingual skills (Mandarin and Cantonese) are an asset.

What We Offer

A supportive and collaborative work environment. Opportunities for professional growth and development. The chance to contribute to meaningful mental health services and outreach.
Job Type: Full-time

Pay: $18.00-$20.00 per hour

Expected hours: No more than 40 per week

Benefits:

On-site parking Paid time off
Language:

Mandarin (preferred)
Work Location: In person