Are you looking to join our team? We are currently looking for a part-time administrative assistant and a therapist who is trained in perinatal mental health and EMDR.
We are more than a therapy practice—we are a movement for change, fostering healing, connection, and empowerment at every stage of motherhood.
Job Title: Administrative Assistant
Reports To: Operations Manager / Director, Amber Sperling Social Work and Psychotherapy Services
Job Status: This is an Independent Contractor for 5 hours, up to a maximum of 15 hours, per week Monday – Friday ~ 9am – 5pm; (rare evening and weekend hours)
Location: Remote (May be opportunity to have some hours at our office in Barrie, ON)
Position Summary
We’re seeking a compassionate, detail-oriented Administrative Assistant to support the smooth functioning of our trauma-informed psychotherapy practice. This role is central to helping our team show up fully for the women and families we serve—many of whom are navigating pregnancy, parenting, trauma, or loss.
You’ll be the first point of contact for many clients and associates, managing communication with empathy and professionalism. Your responsibilities will include scheduling, email and voicemail management, and supporting client care coordination using our electronic medical records system (Owl Practice). You’ll also assist with back-end operations—like tracking practice data, preparing documents, and supporting our leadership team with administrative tasks.
This is a part-time, remote position ideal for someone who thrives in a collaborative environment and values meaningful, people-centered work. If you're highly organized, tech-savvy, and grounded in compassion—we’d love to connect.
Key Responsibilities
Client Support & Communication
Respond promptly and professionally to client emails, voicemails, and messages.
Answer and direct incoming calls; maintain and retrieve voice messages.
Monitor and manage messages on social media accounts, escalating issues when necessary.
Act as the first point of contact for urgent client matters, troubleshooting and redirecting issues.
Conduct virtual meetings via Zoom Workspace and Google Meet or other online platform, with comfort appearing on camera.
Email & Calendar Management
Monitor practice email accounts, identify priority items, and respond or escalate as needed.
Schedule, reschedule, and coordinate appointments, meetings, and events.
Anticipate practice and personal commitments (e.g., events, conferences) and coordinate supportive tasks (booking travel, preparing materials) for owner
Manage owner’s practice and administrative schedule.
Team Collaboration & Associate Support
Screen new client inquiries and determine the best associate fit based on client needs and associate specialties.
Communicate updates and time-sensitive information to associates using WhatsApp or other approved channels.
Collaborate with associates to resolve scheduling conflicts and manage team availability.
EMR & Records Management
Create, maintain, and troubleshoot fillable forms within the EMR system.
Ensure faxes are sent, received, and recorded accurately in client files; follow up on transmission issues.
Provide ongoing EMR support and troubleshooting for Amber Sperling Social Work and Psychotherapy Services when urgent needs arise.
Practice Metrics & Documentation
Collect and maintain relevant practice metrics for Scorecard and KPI reporting.
Develop and populate PowerPoint slides for staff or team meetings, ensuring data accuracy.
Take and distribute meeting minutes, documenting key points, decisions, and action items.
Insurance, Legal & Intake Processes
Respond to inquiries and requests from insurance companies and legal representatives (e.g., lawyers).
Prepare and follow up on documentation related to insurance claims, legal matters, or client authorizations.
General Administrative Support
Troubleshoot urgent administrative issues related to client intake or office procedures.
Regularly check office equipment and systems, coordinating maintenance or repairs as needed.
Perform additional duties as assigned to support evolving practice needs.
Required Qualifications & Competencies
Education & Experience
Medical Office Assistant Diploma/Certificate or a Diploma/Bachelor’s degree in Business Administration, Healthcare Administration, or a related field preferred.
Minimum of 2 years of administrative experience; experience in a medical or mental health setting is highly advantageous.
Skills & Qualifications
Tech-savvy: Confident using Google Workspace, Microsoft Office (Word, Excel, PowerPoint), Canva, Adobe, and fax/telecom tools.
EMR experience: Familiarity with electronic medical records systems; experience with Owl Practice is a strong asset.
Strong communicator: Clear, professional written and verbal communication with a warm, empathetic tone.
People-first approach: Skilled in active listening and problem-solving—able to support clients who may be overwhelmed or in distress.
Highly organized: Able to manage multiple priorities, meet deadlines, and stay detail-focused in a fast-paced environment.
Self-starter: Proactive and independent, but thrives in a collaborative, team-based setting.
Process-minded: Able to create and improve admin systems that keep things running smoothly.
Trustworthy & discreet: Handles sensitive information with care; familiar with PHIPAA and healthcare privacy standards.
Flexible & adaptable: Willing to pitch in where needed and respond to changing practice needs.
Work-ready: Comfortable working at a computer for long periods; calm under time pressure.
Work Environment & Culture
Amber Sperling Social Work and Psychotherapy Services is a trauma-informed, women-led clinic dedicated to compassionate, client-centered care. We foster a warm, inclusive, and collaborative environment where both clients and team members feel truly seen and supported.
Our Administrative Assistant plays a key role in creating this space—offering empathy, professionalism, and care in every interaction. We value authenticity, community, and a commitment to growth, and we’re looking for someone who shares our mission to support women and families through life’s most tender transitions. We’re looking for someone who shares our mission to support women and families through life’s most tender transitions—with heart, integrity, and a willingness to grow with us. In your Cover Letter share something that connects you specifically to a passion to support women and families.
Compensation
Hourly Rate: Commensurate with education and experience.
Note: As part of our hiring process, we may ask shortlisted applicants to complete a short skills task or strengths-based assessment to support mutual fit.
This job description is intended to outline the general nature and level of work performed. It is not an exhaustive list of all responsibilities, duties, or skills required.
Only applicants who submit cover letters and resumes to info@ambersperling.ca will be considered.