Office Administrator

We’re Hiring: Full-Time Office Administrator

Location: 420 Bronte Street South, Milton, ON

Company: Serene Heart Counselling & Psychotherapy Services

Position Type: Full-Time, On-Site

Join the Serene Heart Team

Serene Heart Counselling & Psychotherapy Services is seeking a friendly, compassionate, organized, and professional Office Administrator to support the daily operations of our growing mental health practice in Milton.

This position is ideal for someone who enjoys helping others, communicates professionally, and takes pride in creating an organized and welcoming environment. We are open to applicants at all experience levels who demonstrate reliability, professionalism, strong organizational skills, and a willingness to learn.

About Serene Heart

Serene Heart Counselling & Psychotherapy Services is a diverse, trauma-informed mental health practice based in Ontario. We are dedicated to providing accessible, culturally sensitive, client-centred, and evidence-based care.

Our multidisciplinary team of Registered Psychotherapists, interns, and mental health professionals supports children, youth, adults, couples, and families through individualized in-person and virtual services.

Our clinicians provide support for concerns including:

• Anxiety and depression
• Trauma and stress-related concerns
• ADHD
• Relationship and family challenges
• Emotional regulation
• Life transitions
• Child and youth mental health
• Other related mental health concerns

Guided by integrity, compassion, community care, and ongoing learning, Serene Heart provides a supportive environment where clients can heal, build resilience, and work toward meaningful personal growth.

Position Overview

The Office Administrator will play an important role in ensuring the smooth daily operation of the clinic. This individual will support clients, clinicians, and the leadership team while maintaining a professional, confidential, and welcoming environment.

The successful candidate will be responsible for front-desk reception, appointment scheduling, client communication, record maintenance, payment processing, office organization, and general administrative support.

Key Responsibilities

Welcome clients, families, visitors, and community partners with warmth and professionalism

Manage appointment scheduling, cancellations, waitlists, and clinician calendars

Respond to incoming phone calls, voicemails, emails, and client inquiries promptly and professionally

Assist clients with booking appointments and completing intake or administrative forms

Coordinate communication between clients, clinicians, management, and external partners

Maintain accurate and organized electronic and physical client records

Process payments, issue receipts, and support basic billing and direct-billing tasks

Assist with insurance-related documentation and administrative follow-up

Support clinicians with scheduling, documentation, and day-to-day administrative needs

Maintain the reception area and shared office spaces in a clean, organized, and welcoming condition

Monitor and order office supplies, materials, and equipment as needed

Assist with scanning, filing, data entry, document preparation, and record organization

Support administrative projects assigned by the clinical and leadership team

Use office equipment and software systems, including email, calendars, Microsoft Office, and practice-management platforms

Maintain strict confidentiality and follow all applicable privacy, ethical, and professional requirements

Qualifications and Skills

Excellent communication and interpersonal skills

Strong customer service skills and a compassionate approach to client care

Professional, respectful, and welcoming manner

Strong organizational and time-management skills

Excellent attention to detail and accuracy

Ability to manage multiple responsibilities and changing priorities

Ability to work independently and collaborate effectively with a team

Comfortable using computers, email, calendars, and Microsoft Office

Ability to learn new software and administrative processes

Comfortable handling sensitive and confidential information

Reliable, punctual, adaptable, and willing to take initiative

High school diploma or equivalent required

Post-secondary education in office administration, healthcare administration, business administration, or a related field is considered an asset

Previous experience in administration, reception, customer service, healthcare, mental health, counselling, psychology, or community services is considered an asset but is not required

Experience using the Jane App or another healthcare practice-management system is strongly preferred but not required

Why Join Serene Heart?

Meaningful work supporting mental health and wellness in the community

Supportive, inclusive, and collaborative workplace culture

Opportunity to work alongside a multidisciplinary team of mental health professionals

Opportunities to learn, grow, and develop professionally

Comfortable and welcoming clinic environment in Milton

Exposure to the administrative operations of a growing mental health practice

How to Apply

Interested applicants are invited to submit a resume and cover letter to the email address ***email_hidden***, outlining their interest in the position and any relevant skills or experience.

We appreciate the interest of all applicants. However, only candidates selected for an interview will be contacted.

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