Client-Facing & Access

• Manage the front desk and create a welcoming experience for clients arriving for in-person sessions. Greet clients as they arrive, provide any necessary parking reminders, kindly ask them to remove their footwear when appropriate, and invite them to help themselves to tea or coffee in the waiting room while they wait for their therapist.

• Manage client billing, including processing session payments, issuing receipts, and ensuring all financial data is accurate

• Support new client triage by gathering intake information and coordinating therapist-client match based on availability and areas of practice

• Manage therapist waitlists, follow up with clients as availability opens, and support client triage and therapist matching based on client needs, preferences, and therapist availability. Maintain accurate documentation in Jane and flag any inquiries requiring additional review.

• Submit insurance documents and receipts promptly and accurately, and assist clients with insurance-related questions within scope

• Monitor and respond to Office Phone throughout the shift. Prioritize incoming text messages and answer phone calls promptly, assisting clients with general inquiries, scheduling, billing, and other administrative needs as appropriate.

• Consistently monitor the office email inbox throughout the shift and respond to emails in a timely manner.

• Maintain inbox organization by moving completed email threads into the appropriate folders once they have been addressed, ensuring the main inbox remains organized and clearly reflects outstanding items that still require action.

• Oversee the flow of the clinic space, including managing mail, packages, deliveries, and environment readiness (comfort items, tidiness, ambiance)

Operational Responsibilities

• Manage our Reduced Barrier Program (subsidized therapy program for BIPOC clients), including triaging, tracking and feedback collection

• Work with the Operations and Client Experience Coordinator to analyze and synthesize clinic data

• Track and manage office inventory, including updating data systems and ordering

• Proactive ideating (problems, solutions, pain points, observations, ideas)

Team & Community Culture

• Assist with team and community event planning

• Active participation in team meetings

• Assist with maintenance of team culture

Required Qualifications:

• Prior experience in administrative or operational roles (mental health or clinical settings preferred)

• Comfortability working independently

• Excellent written and verbal communication skills, with the ability to adapt tone to different audiences

• Strong attention to detail, time management, and task tracking

• Demonstrated track record of proactive problem solving, troubling shooting, task initiation and communication

• Comfort with Microsoft 365 and basic tech troubleshooting

• Friendly, approachable, and professional demeanour in all client-facing interactions

Preferred Qualifications:

• Post secondary education in business, psychology, communications, community development or a related field considered an asset

• Comfort with applications such as Notion and Jane App

• Experience in writing clear, engaging and professional copy

• Experience in healthcare, wellness or therapy related settings

Key Traits for Success:

• Proactive, not reactive: You anticipate needs, identify gaps early, and bring forward thoughtful solutions

• Organized & self-directed: You thrive on structure and maintain clarity in fast-moving environments

• Flexible & grounded: You can pivot when needed while maintaining a calm, steady presence

• Relational: You build positive working relationships and are emotionally attuned to the team’s needs

• Communicative: You proactively share both big-picture and day-to-day updates, so everyone stays informed and aligned

• Independent: You take ownership of your work, follow through without reminders, and move tasks forward without waiting to be asked

Why Work With Us?

The Cognitive Corner is a warm, trauma-informed group practice built on compassion, integrity, and community care. We value people first — our clients, our team, and the relationships that make this work meaningful. You’ll be joining a supportive environment where your ideas matter, your growth is encouraged, and your contribution directly impacts the client and therapist experience. We’re a practice that’s expanding thoughtfully, and we want someone who’s excited to grow with us.

Application Instructions:

1. Email your application to careers@thecognitivecorner.ca using the following subject line “TCC Operations Assistant” including:

   1. a resume and tailored cover letter in PDF format.

   2. In the body of your email please include a brief introduction and your earliest availability to start the position.