Job Description

please review this entire job posting for application instructions

Join Our Team as a Part-Time Administrative Assistant!

Are you an outgoing, detail-oriented, and efficient professional looking to make a real impact? Are you eager to be part of a vibrant team where your skills and expertise are valued and celebrated?

About Us:

New Moon Psychotherapy is a leading trauma and sex therapy practice located in Toronto's Fashion District. We are dedicated to transforming lives through innovative and compassionate care. Our mission is to provide the highest quality, evidence-based trauma, sex, and relationship therapy to help our clients release their past and step into the futures that excite them.

We are currently searching for a part-time administrative assistant who is positive, adaptable, and passionate about providing compassionate and respectful care.

What You'll Do:

Front Desk Support:

Provide exceptional support to our clients and clinical team by assisting with client bookings, coordinating and maintaining confidential client paperwork in both hard copy and electronic filing systems, handling all office email and phone correspondence, and performing additional administrative tasks (e.g., faxing, compiling referral documents, managing assessment measures, and creating client resources).

Clinical Support:

Contribute to a supportive, passionate, and relaxed workplace culture. Assist psychotherapists and associates with administrative tasks related to client care. Assist with culture and team-building activities.

Client Interaction:

Create a warm, welcoming, and supportive environment when interacting with clients, prospective clients, and third parties. Address all client inquiries and facilitate intake calls when necessary. Answer calls, emails, and social media messages while embodying authenticity, respect, and professionalism.

Quality Assurance:

Ensure all administrative tasks are completed accurately, including follow-ups on payments, securing payment information, and uploading secure documents. Manage booking software, including schedules and treatments offered, while respecting the Personal Health Information Protection Act. Report directly to the clinical director.

Office Maintenance:

Ensure the office is always presentable, organized, and well-stocked to maintain operational efficiency.

Social Media Support:

Assist with content creation for communication, social media, website/blogs, and marketing.

To Succeed in This Role:

Possess excellent communication skills and the ability to lead and promote the vision of the clinic. Be extremely organized, thinking ten steps ahead, with the ability to see the big picture. Have a passion for helping others, as you will be the primary point of contact for our clients and team.

Requirements:

Availability Monday-Saturday day times with occasional evening, and on-call shifts. This is an

in-person

role; applicants must be based in Toronto and able to commute to Spadina and Richmond for each shift. Prior administrative experience within a healthcare practice (psychological, medical, paramedical, etc.)

and/or

post-secondary education in Psychology or Sex and Gender Studies (undergraduate and graduate students are encouraged to apply). Excellent verbal and written communication skills in English.

Skills & Attributes of Our Ideal Candidate:

Dynamic, self-motivated individual with the ability to work independently, proactively, and well under pressure. Strong communication skills, with the ability to communicate professionally and compassionately. Confidence in sharing ideas and providing constructive feedback to help us grow. Ability to juggle multiple projects simultaneously, meet deadlines, and keep promises. Tech-savvy, with experience using Jane, Zoho Mail, Canva, Adobe, Windows, and Zoom. Knowledge of Jane is an asset. An appetite for innovation and simplicity, with a strong process orientation. Ability to work collaboratively and autonomously with a talented team. Empathetic and capable of responding compassionately to distressed and vulnerable individuals. Proven ability to multitask and effectively handle sensitive information with the utmost confidentiality. Strong interpersonal skills, positive attitude, and integrity.

Application Details:

If this role excites you, please apply with:

Cover letter and resume. Availability for work

Please send your applications to hiring@newmoonpsychotherapy.ca

Email title: "Administrative Assistant Application"

Include a resume and a cover letter.

Note: We will only review complete applications submitted via email. We are not reviewing applicantions submitted via Indeed*

We look forward to receiving your application!

Job Type: Part-time

Pay: $18.50-$20.00 per hour

Expected hours: 15 - 20 per week

Application question(s):

We are not accepting applications via indeed. Please refer to the original job posting and follow the outlined application instructions.
Work Location: In person

Application deadline: 2024-12-20