Assistant Admin Supervisor
- In Person Position
- Health Benefits
- Full-Time (37.5 hours/week)
We’re also looking for a motivated, organized, and compassionate Assistant Admin Supervisor to join our Admin Team at our Mississauga therapy office. If you love working with people, keeping things running smoothly, and supporting a team that makes a real difference in the community, this might be the perfect role for you!
Who We Are
At Healing Roots Therapy, we believe that the strength of our leadership and clinical team directly shapes the quality of care we provide. As an independently owned psychotherapy clinic, we are committed to delivering thoughtful, evidence-informed support to individuals, couples, and families within a structured, client-centered environment.
Our work is grounded in consistent, high-quality psychotherapy, where we prioritize depth, continuity, and meaningful outcomes. We place strong value on structured and ongoing therapeutic work, recognizing that consistency in both client care and clinician practice is essential in supporting lasting change.
Our team includes over 25 registered psychotherapists and social workers who work collaboratively to provide care that is both clinically sound and relationally attuned. We have built a practice that balances clinical autonomy with clear expectations, ensuring that therapists are supported while also maintaining strong standards in documentation, client care, and professional conduct.
Our leadership team plays a key role in maintaining this balance. We are intentional in creating systems, processes, and support structures that allow both clinicians and administrative staff to work effectively, while ensuring a seamless and professional experience for clients.
We are guided by values of structured care, diversity & inclusivity, growth, collaboration, transparency, support and communication. Being part of Healing Roots Therapy means contributing to a team that holds a high standard for accountability, leadership, and quality of care, while fostering a positive, structured, and supportive workplace.
To learn more about our values and what they mean to us at Healing Roots Therapy, we invite you to visit our Values page.
What We're Looking For
At Healing Roots Therapy, we are looking for an Assistant Manager who brings a strong sense of ownership, initiative, and leadership support to their role. This position plays a key part in maintaining the day-to-day structure of the clinic while supporting both the administrative team and clinical operations.
You are someone who thrives in a structured, fast-paced environment, and is able to manage multiple priorities while maintaining a high level of organization and attention to detail. You take initiative, follow through on responsibilities, and are comfortable stepping in to support team members while ensuring that tasks and expectations are being met.
You understand the importance of consistency and accountability within a clinic setting, and how these directly impact both team performance and client care. You are confident in reinforcing policies, supporting decision-making, and addressing day-to-day challenges, while maintaining a professional, respectful, and solutions-focused approach.
You bring a balanced leadership style, approachable and supportive, while also clear and structured in your communication. You are comfortable acting as a point of contact for the team, helping to guide workflows, answer questions, and escalate concerns when needed, while working closely with management to ensure alignment across the clinic.
You value collaboration, communication, and growth, and contribute to creating a team environment that is organized, supportive, and aligned. You are open to feedback, take responsibility for your role, and are committed to contributing to a clinic that prioritizes high-quality care, structure, and professionalism in everything we do.
Key Responsibilities
- Team Leadership: Partner with the Clinical Admin Supervisor/Manager to supervise and guide the Admin Team, ensuring efficient operations and adherence to protocols.
- Client Support: Provide front desk support, assist with client consult calls, and handle overflow scheduling and bookings with precision and care.
- Quality Assurance: Oversee payment follow-ups, secure payment information, manage booking software, and ensure all documents are uploaded securely.
- Operational Excellence: Keep office areas and clinical files organized and compliant, conducting daily inspections to maintain a tidy and professional environment.
- Policy Implementation: Collaborate to roll out policies and procedures that enhance efficiency and elevate the quality of care we provide.
- Training & Development: Help conduct staff training sessions to ensure continuous growth and development within the admin team.
- Financial Management: Handle Jane Accounts Receivable (AR) tasks, including processing credits and refunds, and ensuring accurate financial documentation.
- Administrative Tasks: Manage scheduling, cover vacations for admin members, manage summary reports and insurance claims for clients, and maintain records with attention to detail, overseeing/delegating projects to admin team. Connecting with other professionals and clinics to help organize workshops within the clinic as well as organizing team get togethers.
- Client & Team Support: Address client complaints, manage escalated issues, and support day-to-day admin operations to keep everything running smoothly.
- Compliance: Ensure that all staff and clients maintain PIPEDA and PHIPPA procedures.
Requirements
- A Diploma in Healthcare Administration or a Master in Business Administration is required (related field may be considered).
- 2-3 years in a clinical or medical office setting (Post-grad)
- 1-2 years of leadership experience.
- Familiarity with healthcare regulations, policies, and procedures is ideal.
- Experience with Jane software is an asset
- Experience with Microsoft, Outlook, SharePoint, teams and Adobe is a requirement
- Ability to work both independently and as part of a team in a fast-paced environment.
- Strong leadership, communication, and problem-solving skills.
Disclaimers:
The responsibilities outlined above represent the core functions of this role and are subject to reasonable accommodations. The qualifications listed reflect the minimum level of knowledge and skills required to perform the role effectively.
This description is intended to provide clarity on the position; however, it is not an exhaustive list of all responsibilities. As part of a collaborative and evolving team, additional duties may be assigned as needed to support the operations and client care standards at Healing Roots Therapy.
Benefits
- Competitive pay: $23 – $24 per hour.
- Full-time (37.5 hours per week).
- Opportunities for health benefits.
- Friendly, supportive work environment.
- Team events and work get-togethers.
- On-site parking
Work Hours
- Initial 2-month training period:
- Mon-Fri, 8:30 AM – 4:30 PM, 9 AM – 5 PM, or 1:30 PM – 9 PM.
- Regular schedule:
- Tues/Wed/Thurs: 12:30pm-8:30pm/1:30 PM – 9 PM
- Fri/Sat: 8 AM – 4 PM
How To Apply
If you’re ready to join a collaborative, growth-oriented team that values work-life balance, professional development, and making a difference, we’d love to hear from you!
To apply, please submit the following:
- Your resume and cover letter.
- Completion link for the Big 5 Personality Test (you can enter 100 for age if you prefer).
Submit applications to: careers@healingrootstherapy.ca
Incomplete applications (including those without Big 5 Personality Test results,) may result in delayed follow-up.