Job Description

Clarity Counselling Services (CCS) is a private psychotherapy practice based in Timmins Ontario, with a second location in Ottawa Ontario. We provide compassionate and professional counselling, psychotherapy, workshops and groups to clients and organizations throughout Ontario, in-person, and virtually. We take pride in creating a welcoming, positive, and productive environment for our clients and our team.

We are looking for a friendly and professional

Office Administrator

to help ensure the smooth day-to-day operations of our practice. This role involves working competently with clients, therapists, and office processes. Our ideal candidate is warm, empathetic, and an excellent communicator who can thrive independently and collaboratively as part of a team. We are seeking a motivated, highly organized, detail-oriented, and tech-savvy individual with the ability to efficiently and adaptively manage a variety of tasks.

Key Responsibilities:

Client Care Coordination & Community Engagement

Engage with clients and community in a warm, professional manner, acting as the first point of contact for all client and public inquiries Conduct initial client consultations and match clients with appropriate therapists Build connection with the local and virtual community by developing and distributing marketing materials (print and digital) and supporting marketing and social media outreach Liaise with external organizations and support community partnerships

Practice Operations & Administration

Use practice software and tools to manage communications (phone, email, fax, mail) and coordinate services Utilize electronic records systems and data management systems for scheduling, forms, records, billing, payment processing, and discharge processes Develop and maintain administrative processes and procedures (e.g., policies, documentation protocols, third-party obligations) Assist therapists with administrative tasks, support with practice tools, and project coordination Monitor team compliance with administrative workflows and upholding established policies and processes Monitor and maintain statistics and reports, providing performance summaries for leadership Maintain employee files and HR related documentation

Basic Financial Administration

Client payments, and invoicing, support development and implementation of client payment plans Collaboratively maintain accurate financial records

Facilities & Environment

Manage office supplies, resources, and inventory, ordering supplies as needed and arranging for equipment repair or maintenance when necessary Office opening and closing tasks Perform light custodial duties to support an organized, clean environment

Eligibility Requirements:

Must be eligible under the NOHFC Workforce Development Program: The candidate is either a new entrant in the workforce, a new graduate, or is transitioning into a new career in office administration and must not have participated in the NOHFC's People & Talent Program in the past Must be at least 18 years of age, reside in Timmins, and is legally able to work in Canada

Required Qualifications:

Proficiency with Microsoft Office and digital tools; experience with practice management software Excellent communication skills (verbal and written) while being professional and warm Able to work independently and collaboratively in a small team setting Strong attention to detail, time management, and adaptability in a dynamic environment

Preferred Assets:

Experience working in a healthcare or mental health setting Bilingualism (English/French or other languages) Knowledge of PHIPA and privacy legislation Bookkeeping or invoicing experience Ability to use Canva Valid drivers license and own vehicle

Why Join Us?

At CCS we offer the opportunity to be part of a team that values connection, compassion, transparency, and growth and high-quality client care. We prioritize a positive and inclusive work culture and are committed to supporting both our clients and our team members. In this role, you'll receive:

Hands-on training and support from a collaborative and experienced team Opportunities for growth and development in a values-driven and motivated organization A chance to make a meaningful impact in the lives of clients and the broader community

Application Instructions:

Please send your resume and cover letter to Vanessa Hazelwood, Practice Owner, at hello@claritycounsellingservices.ca.
Application Deadline: October 10, 2025

Only candidates selected for an interview will be contacted. We welcome applications from individuals of all backgrounds and we are committed to equitable hiring practices. Please let us know if you require any accommodations during the application or interview process.

This opportunity is proudly supported by Northern Ontario Heritage Fund Corporation and is funded through the Workforce Development Program. Eligibility requirements of the program can be found here: https://nohfc.ca/en/pages/programs/people-talent-program/workforce-development-stream

Job Type: Full-time

Pay: $22.00 per hour

Benefits:

Flexible schedule
Application question(s):

Are you a new entrant into the workforce, are transitioning to a new career, or unemployed or underemployed and entering a new field? Are you at least 18 years of age, reside in Timmins, and legally able to work in Canada?
Education:

DCS / DEC (required)
Work Location: In person