Office Manager for a Mental Health Practice

OFFICE MANAGER

Part-Time, In-Person Position, Afternoon/ Evening Shift, Centretown Ottawa

Our Story

Willow Roots Therapy is a mental health group practice, committed to creating an environment where clients feel welcomed, respected, and supported from their very first interaction with our clinic. We value meaningful relationships and thoughtful systems that allow therapists to focus on providing quality care.

As we continue to grow, we're looking for someone who wants to grow alongside us, not simply fill a position.

Our Core Values

At Willow Roots Therapy, we strive to:

• Lead with kindness, professionalism, and integrity.
• Create an environment where everyone feels welcomed and respected.
• Pursue continuous improvement rather than perfection.
• Support one another through teamwork and accountability.
• Build a workplace where therapists and staff genuinely enjoy coming to work.

Why Join Willow Roots Therapy?

We're looking for a warm, organized, and proactive Office Manager who wants to become an integral part of a growing mental health practice. This is much more than an administrative position. You will help create an environment where clients feel welcomed, therapists feel supported, and our clinic operates smoothly behind the scenes.

The Office Manager is often the first and last person our clients interact with. You will be the bridge between our therapists, our clients, and the Clinic Director. You'll help ensure that every detail, large and small, contributes to a positive client experience while supporting the continued growth of our practice.

This position is part-time, in-person, and includes paid vacation, with the opportunity for additional hours as our practice continues to grow.

Initially seeking coverage for four afternoon/evening shifts per week. As our practice continues to grow, the schedule and hours may evolve based on clinic operations, client demand, and the needs of the practice. We are looking for someone who values flexibility and is excited to grow alongside our team.

What Makes Willow Roots Therapy Different?

We aren't a large corporate clinic where you're simply another employee. Every team member has a voice. Your ideas matter. Your feedback is welcomed. As our practice grows, you'll have opportunities to grow alongside it and help shape how we continue to improve our client experience and operations.

This Position Is Perfect If You

• Enjoy helping people feel welcomed and supported.
• Strong organizational skills.
• Sound judgment and problem-solving abilities.
• Confidence communicating with a wide variety of people..
• A desire to contribute to a growing practice for the long term.
• Take initiative without needing constant direction.
• Communicate with warmth, professionalism, and confidence.
• Accept feedback openly and use it to improve.
• Enjoy helping a growing business become even better.

This May Not Be the Right Fit If You

• Prefer highly repetitive work with little change.
• Become overwhelmed when balancing multiple priorities.
• Dislike taking initiative or solving problems independently.
• Find it difficult to adapt as new systems and processes are introduced.
• Prefer working with minimal interaction with people.

What You'll Be Doing

Client Experience

• Welcoming clients with warmth and professionalism.
• Creating positive first impressions from initial inquiry through ongoing care.
• Answering phones, emails, and client inquiries promptly.
• Scheduling appointments, managing cancellations, and maintaining therapist calendars.
• Matching prospective clients with the therapist who best fits their needs.
• Supporting client retention through thoughtful follow-up and excellent service.
• Responding calmly and professionally to client concerns.

Office Operations

• Opening and closing the clinic based on need.
• Taking ownership of the day-to-day administrative operations of the practice.
• Maintaining a clean, welcoming, and professional office environment.
• Ensuring therapy rooms and common spaces remain organized, clean, and well stocked.
• Ordering office supplies and coordinating office maintenance as needed.
• Identifying opportunities to improve office systems, workflows, and the overall client experience.
• Taking initiative on administrative projects and following them through to completion.

Administrative Responsibilities

• Managing client files within JaneApp.
• Processing client billing and payments.
• Reconciling daily payments and invoices.
• Supporting therapists with administrative needs.
• Managing incoming referrals and inquiries.

Team Support

• Acting as the communication bridge between the Clinic Director and therapists when needed.
• Participating in the hiring process.
• Assisting with onboarding. training and performance management.
• Participating in team meetings and contributing ideas for improving clinic operations.
• Participating in occasional team-building events and outings.
• Weekly check-ins with the Clinic Director to review priorities, projects, clinic metrics, and ongoing operational needs.

Growth & Marketing

• Assist with marketing through social media.
• Helping monitor key clinic metrics, including inquiries, bookings, cancellations, client retention, and administrative performance.
• Develop clinic policies, procedures and workflows.
• Making recommendations that improve clinic efficiency, client experience, and administrative systems.

Required Skills and Qualifications

• Minimum 2 years of experience in an administrative leadership or senior administrative role.
• Experience working in a mental health, healthcare, medical, or private practice setting.
• Proficient in using JaneApp.
• Comfortable using Google Workspace, Microsoft Office (including Excel), and learning new technology.
• Strong organizational and time management skills.
• Excellent written and verbal communication.
• Strong customer service skills.
• Ability to manage multiple tasks in an efficient and organized manner.
• Warm, approachable, and professional demeanor.
• Comfortable receiving feedback and continuously learning.

Preferred

• Experience supporting hiring and onboarding processes.
• Experience creating social media content using Canva.
• Experience supporting a growing business or professional practice.
• Bilingual

(Although we are currently located in Sandy Hill, Ottawa, we will be moving to Centretown, Ottawa in September)

If you are interested in this position email your resume and cover letter to sophia@willowrootstherapy.ca.

We thank all interested applicants; however, only those selected for an interview will be contacted.

Pay: $25.00-$30.00 per hour

Benefits

• Paid time off

Experience

• Janeapp: 2 years (required)
• Administrative leadership/ Management: 2 years (required)
• Mental Health, Healthcare, Medical, or Private practice: 1 year (required)

Work Location: In person