Psychology Admin Coordinator

Job Responsibility:

Possibilities Clinic

We're looking for a full-time Care Team Support who is passionate about working within an innovative and multidisciplinary group practice. This position is a hybrid model (in the office when needed).

The Possibilities Clinic ( offers evidence-based medical, coaching, and therapy services to individuals across the lifespan. We are specialists—not generalists—with expertise in ADD and ADHD and disorders that often coexist with attention differences, like Tourette Syndrome, Anxiety Disorders, and Learning Disabilities. We strive to create exciting, inspiring, and sustainable possibilities for you and your family. We don't focus on plans to “just get by'' or to build skills that are “just good enough.” We leverage science and expertise to secure victories as challenges and opportunities arise across the lifespan. When we do that, we move our clients closer to potential—and we help increase that potential, too.

Our clinic thrives through these core cultural values:

• Change is possible
• We are always “becoming”
• Success requires a team
• Diversity and inclusion strengthen our team and services
• Science with empathy creates meaningful synergy

The position is right for you if…

• You're a caring, detail-oriented, and enthusiastic individual who looks forward to supporting members and patients of various teams (i.e., Coaching, Assessment, and Management team)
• You thrive in a patient- and administrative-focused environment
• You have an exceptional standard of written and verbal communication
• You balance efficiency and accuracy well, and enjoy a fast-paced environment
• You value upholding discretion and confidentiality

Responsibilities

• Manage virtual front desk operations, including communication with patients and clinicians via email, phone, and live chat;
• Oversee video therapy room setup and ensure smooth functioning of virtual sessions;
• Act as the primary point of contact for patients, processing check-ins and addressing inquiries;
• Maintain and manage schedules, ensuring timely appointments and addressing any scheduling issues;
• Provide empathetic patient support, handle incoming queries, and offer administrative assistance to clinicians as required.

Qualifications & Skills

• Demonstrated experience in a customer service and client-facing role required
• Demonstrated experience in an administrative setting (healthcare administration preferred)
• High School Diploma or equivalent (Bachelor's Degree in Business Administration, Health Care Management, or related field preferred)
• Completion of a Medical Secretary Course is an asset
• EMR experience is an asset (i.e., Oscar Pro)
• Technologically advanced

What We Offer

• We hire for culture contribution, not culture fit
• Team social events
• Opportunities to expand your knowledge across healthcare disciplines
• Company pension plan
• Extended health care benefits after successful completion of probation
• Paid vacation time
• Professional development fund

At Possibilities, we are committed to fostering an environment that allows you to come to work as your truest self. We know that through diverse perspectives, expertise and backgrounds we can create a stronger and more creative work environment that delivers better results.

We actively encourage applications from members of groups with historical and/or current barriers to equity, including, but not limited to neurodiversity, race, gender, identity, religion, age and sexual orientation. We encourage anyone who requires accommodation or adjustments throughout the interview process to let us know, and we will do our best to support you.

Job Type: Full-time

Salary: From $16.55 per hour

Expected hours: 40 per week

Benefits:

• Dental care
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Toronto, ON: reliably commute or plan to relocate before starting work (required)

Application question(s):

• What email address would you like to be contacted by?

Education:

• Secondary School (preferred)

Experience:

• Healthcare administrative: 1 year (preferred)
• Customer service: 2 years (preferred)

Work Location: Hybrid remote in Toronto, ON