Job Description

About Us

Northern Elm Assessment and Treatment is a small and growing mental health clinic. We are a supportive environment with the mission of providing safe, inclusive and strength-based services to folks across Ontario.

Our work environment includes:

Relaxed and welcoming atmosphere Growth opportunities Safe, supportive and inclusive work environment Health benefits (medical/dental) provided after the successful completion of a 90 day probationary period (full time only)

Clinic Hours - Must be available during these times - Full Time or Part Time hours available

Monday & Tuesday 9:00am-7:00pm

Wednesday & Thursday 9:00am-6:00pm

Friday 9:00am-4:00pm

Job Overview

We are seeking a highly organized and proactive Office Administrator to oversee daily office operations and support our team. The ideal candidate will possess strong administrative, communication, and organizational skills, with experience in office management, bookkeeping, and vendor relations. This role offers an opportunity to contribute to a dynamic environment, ensuring smooth workflow and efficient office functions across various departments including medical office management if applicable.

Responsibilities

Manage calendar scheduling, appointments, and meetings to ensure efficient time management for staff and executives Oversee front desk operations, including multi-line phone systems, greeting visitors, and handling inquiries with professional phone etiquette Coordinate event planning and logistics for company functions or client meetings Supervise administrative staff and coordinate training & development initiatives to foster team growth Handle vendor management, including negotiating contracts and maintaining supplier relationships Manage bookkeeping tasks such as invoicing, billing, and record keeping using QuickBooks or similar software Oversee payroll processing, human resources functions, and ensure compliance with company policies Maintain filing systems--both physical and digital--and ensure confidentiality of sensitive information Assist with budgeting processes and expense tracking to support financial planning efforts Support medical office management if applicable by organizing patient records, appointment scheduling, and insurance documentation Perform clerical duties such as data entry, document preparation, and report generation to support various departments

Requirements

Proven experience in office administration or office management roles with strong clerical background Excellent communication skills--both verbal and written--with professional phone etiquette Strong organizational skills with the ability to multitask efficiently in a fast-paced environment Experience with QuickBooks or similar accounting software for bookkeeping and payroll tasks Demonstrated ability to supervise staff and manage team development initiatives Knowledge of event planning, vendor management, budgeting, and human resources processes Familiarity with medical office procedures is a plus but not required Proficiency in calendar management, filing systems, and multi-line phone systems Ability to handle sensitive information with discretion and maintain confidentiality Prior experience in front desk operations or medical office management is advantageous
This position offers an engaging work environment where organizational excellence is valued. The successful candidate will play a key role in maintaining efficient office operations while supporting team growth and client relations.

Job Types: Full-time, Part-time

Pay: $20.00-$22.00 per hour

Expected hours: 15 - 30 per week

Benefits:

Casual dress Dental care Extended health care On-site parking Vision care
Ability to commute/relocate:

Newmarket, ON: reliably commute or plan to relocate before starting work (required)
Application question(s):

What is your comfort level interacting with folks who are seeking mental health supports? Please describe your experience interacting with folks who are seeking mental health supports?
Education:

Secondary School (required)
Experience:

Administrative: 5 years (required) Administrative role in mental health/healthcare in Ontario: 3 years (required)
Work Location: In person