Clinic Administrator

Clinic Administrator

Location: 446 Spadina Road, Toronto (In-person)

Position Type: Part-time - 35 hours per week (Monday-Thursday 10:30am -5:30pm, Friday 9am-4pm)

Start Date: As soon as possible

Compensation: $17.60/hour

At The Red Oak Centre, creating a soft place to land starts with you. We believe that a family’s first interaction with us should feel supportive, informative, and grounded in care. We’re looking for a warm, organized, and proactive Clinic Administrator to be the welcoming voice and face of our clinic. 

In this dynamic role, you will support both our clients and team members; by being the proactive organizer that keeps everything running smoothly. ensuring all interactions reflect the professionalism and warmth of The Red Oak Centre.

This role is ideal for someone who thrives in a fast-paced environment, brings meticulous attention to detail, and enjoys supporting a collaborative, mission-driven team. 

What You’ll Be Doing:

Client support and reception

• Greet every client on arrival, orient new clients to the clinic space and communicate with clinicians when their client has arrived
• Maintain appropriate decorum in the waiting area (e.g., wet shoes removed; minimize noise and hallway conversation; discourage phone use in shared spaces).
• Assist clients with debit machine use, Jane portal navigation, and profile updates
• Provide and guide completion of required forms at check-in.
• Assisting the clinic manager with any tasks or projects
• Other duties as assigned

Phone answering and voicemail

• Answer calls warmly and professionally; triage inquiries with an informed understanding of Red Oak services.
• Transfer calls to the appropriate person when needed.
• Respond to all clinic voicemails within 24 business hours.

Email correspondence

• Use a professional, warm tone with staff, clinicians, and clients.
• Maintain a clear and organized inbox
• Clear personal inbox within 24 business hours.
• Read and respond to emails from Leah and Dahlia as soon as possible after receipt.

Clinic payments

• Send payment reminders, process payments in Jane, remove credit card fees for e-transfers or debit, apply credits, and verify payment statuses before the end of each shift.
• Assist clients with payments at the front desk

About Us:

The Red Oak Centre is a Toronto-based multidisciplinary clinic specializing in child, adolescent, and family mental health and development. Our team includes occupational therapists, psychologists, and speech-language pathologists, working together to provide compassionate, evidence-based care tailored to each family’s unique needs.

We believe that every family deserves a soft place to land—a welcoming environment where they can access expert guidance, personalized support, and a truly collaborative care experience. Our integrated approach helps children and families navigate challenges with confidence, clarity, and care.

What Makes You a Great Fit:

• You are articulate, warm, and naturally enjoy helping others feel at ease.
• You have a proactive mindset, with strong organization and attention to detail.
• You’re calm under pressure, balancing empathy with professionalism.
• Experience in clinical, educational, or family-facing settings is an asset.
• Familiarity with Jane or other client management systems is a plus.

Why Join The Red Oak Centre?

• Purpose-driven work supporting families in need.
• Collaborative team, supportive leadership, and a focus on continuous improvement.
• Opportunity to make an immediate and lasting impact on our client experience.

How To Apply:

Please submit your resume and cover letter to https://secure.collage.co/jobs/the-red-oak-centre.

The Red Oak Centre is an equal-opportunity employer, dedicated to building a diverse and inclusive team. We encourage applications from all qualified candidates and will accommodate applicants’ needs throughout the recruitment, assessment, and selection process. If selected to participate in the process, please inform us of the nature of any accommodation(s) that you may require.