Administrative Assistant- Clinic Coordinator

Administrative Support &

Practice Coordinator (Contract Position)

PART-TIME TO START • POTENTIAL TO GROW TO FULL-TIME

Take initiative. Keep us organized. Grow with our team.

Talk & Thrive is a growing, busy multidisciplinary psychology practice providing client-focused assessment and intervention, with particular expertise in adult Autism and ADHD assessments. We are seeking a proactive, tech-savvy administrative professional to help keep daily operations running smoothly and support an expanding clinical team.The position is based in Toronto with openness to a hybrid model (occasional in person attendance when needed).

The opportunity

This role starts part-time, with the potential to increase to full-time hours as the practice grows and operational needs develop. You will work closely with practice leadership to coordinate administrative workflows, support clinicians, and provide a warm, organized experience for clients.

Previous administrative experience in a psychology clinic is required. We are looking for someone who understands the pace and sensitivity of a clinical setting, takes ownership of tasks, and anticipates what needs to happen next.

What you’ll do

• Coordinate client care: Respond to inquiries, organize referrals and intake paperwork, manage waitlists, and follow up on outstanding administrative steps.
• Manage scheduling: Coordinate appointments, clinician calendars, assessment bookings, and changes across a growing team.
• Support practice operations: Assist with invoicing, payments, receipts, document preparation, and accurate administrative records.
• Keep the team organized: Track tasks, deadlines, onboarding steps, and follow-ups; help leadership coordinate workloads and maintain consistent processes.
• Improve workflows: Identify bottlenecks, suggest practical solutions, and create clear checklists, templates, and repeatable systems.
• Use technology thoughtfully: Work with clinical and project-management platforms, spreadsheets, digital documents, and approved AI tools while protecting confidential information. Take initiative to improve clinic systems and platforms

What you bring

• Required psychology-clinic experience: Previous administrative work in a psychology clinic, including familiarity with client intake, scheduling, sensitive communication, organizing workshops, preparing presentations and meeting minutes, and confidential records.
• Initiative and follow-through: You anticipate needs, solve problems, take ownership, and complete tasks without repeated prompting.
• Exceptional organization: You manage competing priorities, multitask effectively, track details, and stay calm when schedules or demands change.
• Team coordination: You can help organize a growing team, track responsibilities, support onboarding, and keep communication and follow-ups moving.
• Strong technology skills: You learn new systems quickly, troubleshoot routine issues, and use digital tools to make work more efficient.
• Professional communication: Warm, clear written and verbal communication, sound judgment, discretion, and a client-focused approach.

Required Skills

• Microsoft Office / Microsoft 365: Excel for tracking and organizing information, Word for documents and templates, and Outlook for email and calendar coordination.
• Adobe Acrobat: Preparing, combining, editing, and organizing PDFs and forms.
• OWL / Owl Practice and Asana: Familiarity with clinical practice-management and task-management workflows; direct experience with these platforms is a strong asset.
• AI tools: Familiarity with practical uses such as drafting non-confidential materials and streamlining routine work, with human review and adherence to practice-approved privacy safeguards.

Why join us?

Join a collaborative, growing practice where your ideas and initiative matter. Help build practical systems, work closely with leadership and clinicians, and take on increasing responsibility as the practice expands.

Apply to join our team

Email your resume and a brief cover letter to info@talknthrive.com. Subject: Administrative Support Application – [Your Name]

Include your psychology-clinic experience; familiarity with the tools listed above; an example of a workflow you improved or a team you helped organize; current availability and desired weekly hours; interest in eventually

increasing to full-time; and compensation expectations.