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.
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.
