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Medical Secretary jobs in Scarborough, ON

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Job Post Details

Front Desk Administrator - job post

The Mindfulness Clinic
5.0 out of 5 stars
425 University Avenue, Toronto, ON M5G 1T6
From $22.50 an hour - Permanent, Full-time

Job details

Pay

  • From $22.50 an hour

Job type

  • Permanent
  • Full-time

Shift and schedule

  • Monday to Friday

Location

425 University Avenue, Toronto, ON M5G 1T6

Benefits

Pulled from the full job description

  • Extended health care

Full job description

Front Desk Administrator

The Mindfulness Clinic — Toronto (University & Dundas)

Full-time, permanent, onsite

Monday to Friday, 9:00am–5:00pm (37.5 hours per week, with a half-hour lunch)

Start date: early September or sooner, with a training overlap alongside our current administrator

To apply, complete our short application form: https://forms.gle/sSe4S7RicDSHMZkQA

THE ROLE

The Mindfulness Clinic is a busy private psychology clinic in downtown Toronto. Our Front Desk Administrator is the first voice people hear when they call us — often on a difficult day for them.

You will:

- Answer the phone and direct calls to our Intake team or other staff.

- Talk with callers and deal with their issue or pass on the call to the right person on the team.

- Handle appointment changes and scheduling requests

- Process payments, and follow up on declined cards and billing problems

- Support our therapists with their administrative needs

- Help Dr. Kelly with paperwork related to motor vehicle accident assessments

WHAT THE DAY ACTUALLY LOOKS LIKE

We want to be straightforward about this, because it suits some people very well and not others.

Our therapists work from home and our clients are seen remotely. You would work at a station near the front door of the clinic, in a bright, spacious open area with a lot of art on the walls, and a kitchen. Five other staff work onsite in offices with doors, which they close for intake calls and focused work.

You will see and speak with colleagues throughout the day, though most people eat lunch on their own. You will come to know the therapists well over the phone. And if something goes sideways — a difficult caller, a payment that won't process, a question you haven't hit before — there is always a manager or another staff member here to consult. You are never left alone with a problem.

If you are looking for a bustling open-plan office with a team lunch every day, this isn't that. If you like a calm space, your own rhythm, and being the person who holds the front of the clinic together, you will like it here.

The role is onsite because the phones, the payments, the mail, and the motor vehicle accident files all live in the building.

WHO WE ARE LOOKING FOR

Someone kind and steady, who thinks quickly and communicates clearly. You need to be able to speak with people who are distressed, and not take it personally when someone is angry or difficult. If you are well organized and calm under pressure, this is the job for you. You like to be trusted with your own judgement, and you appreciate having backup when you need it.

Requirements

- Previous experience in a front desk, reception, or administrative role

- Strong, accurate keyboard skills — you will often be typing while listening

- Available to work onsite, Monday to Friday, 9:00am–5:00pm

- Comfortable learning new software. We use Jane App, and we will train you properly.

Strongly preferred

- Front desk or administrative experience in a healthcare, clinical, or therapy setting

- Experience with practice management software, billing and payments, or insurance paperwork

- A background in psychology, or healthcare, or learning from 'the school of life.'

Our current administrator finishes on September 8, so training time is limited. Someone who has done similar work before will be appreciated.

ABOUT US

We care deeply about helping people. Our staff are kind, respectful, and supportive of each other. We work hard and we have fun.

If you take your job seriously, and don't take yourself too seriously, you are our kind of people.

Learn more at themindfulnessclinic.ca

COMPENSATION

- $22.50 – $25.00 per hour, based on experience (approximately $43,900 – $48,800 per year)

- After a three-month probation period: personal days and extended health benefits

HOW TO APPLY

Dr. Kelly will personally read your cover letter. Applications without a cover letter are not considered. See the instructions below about how to include your cover letter.

There are two steps, and you need to complete both:

Step 1. Apply here on Indeed with your resume.

Step 2. Complete our short application form: https://forms.gle/sSe4S7RicDSHMZkQA

Your cover letter goes on the form — there is no file to attach; you simply type or paste it in. The form also asks about your experience, your typing speed, and a few other things. It takes about 10 minutes to complete the questions, plus the time you spend writing a thoughtful cover letter.

Please use the same email address for both steps so we can match them up.

Two things worth doing before you start the form:

- Take the 3-minute typing test at typingtest.com. You will be asked for your words per minute and your accuracy.

- Have a look at our website. We will ask you to tell us about something specific from it that shows you understand what we do.

We will also ask whether you used AI for any part of your application, and if so how. We ask because we are genuinely curious about how people work, not to disqualify anyone. An honest answer is the right answer.

We are committed to an accessible and inclusive hiring process. If you need an accommodation at any stage of the application or interview process, please let us know and we will work it out with you.

Job Types: Full-time, Permanent

Pay: From $22.50 per hour

Expected hours: 37.5 per week

Benefits:

  • Extended health care

Application question(s):

  • Did you submit a cover letter?
  • Can you reliable be at our office, Monday-Friday, 9 to 5?

Work Location: In person

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