Front Desk & Client Services Associate #8983
Arms Open Counselling
About Arms Open Counselling
Arms Open Counselling is a warm, community-rooted private practice that believes everyone deserves access to high-quality mental health support. Our team of Registered Psychotherapists/ Social workers and Nurse Practitioners works within evidence-based frameworks to support individuals, couples, children, youth, and families.
We are growing, and we are looking for a Front Desk & Client Services Associate who shares our values and wants to be part of building something meaningful in our community.
Position Overview
This is an in-person role based at our Smithville location. Starting at approximately 20 hours per week, this position is expected to grow as our practice continues to expand. Shifts may be needed on weekdays daytime/ evenings, and Saturdays. TBD. This is an ideal opportunity for someone who is interested in the mental health field and wants hands-on experience in a clinical setting.
Key Responsibilities
• Greet and welcome clients in a warm, professional, and confidential manner
• Answer incoming calls and respond to email inquiries with care and promptness
• Schedule, confirm, and manage client appointments using Jane (our practice management software)
• Manage and organize client intake paperwork and consent forms
• Support clinicians with administrative tasks, document preparation, and scheduling logistics
• Monitor and respond to the practice's general communications inbox
• Assist with social media content creation, scheduling, and community engagement across platforms
• Help maintain the practice's online presence in a tone that reflects our brand values
• Ensure the reception area and common spaces are tidy, welcoming, and stocked
• Handle sensitive information with the highest level of discretion, consistent with ethical standards and PHIPA legislation
• Communicate compassionately with clients who may be experiencing distress or navigating a crisis
• Support ongoing office operations and contribute to a positive team culture
• Familiarity with Jane app, Flock and Google docs an asset
What We’re Looking For
• A genuine interest in the mental health field and a passion for helping people
• Warm, approachable communication style as you are the first face clients see
• Strong attention to detail and organizational skills
• Comfort with social media platforms (Instagram, Facebook) and content creation
• Professionalism and the ability to maintain strict confidentiality at all times
• Ability to work independently and take initiative while also thriving in a small team
• Comfortable working with scheduling software (Jane experience is an asset, but training will be provided)
• Experience in a healthcare, counselling, or community service setting is an asset
• Post-secondary education in psychology, social services, communications, or a related field is an asset; current enrollment is accepted
What We Offer
• Meaningful work in a healing-centred, community-focused environment
• Supportive leadership that values warmth, collaboration, and professional growth
• A front-row seat to the inner workings of a thriving mental health practice
• Experience that is highly relevant for those pursuing careers in psychotherapy, social work, counselling, or healthcare administration
• Team events, book club, retreat
Schedule Details
Start Date: July 15th, 2026
Location: Smithville, Ontario (in-person)
Hours: various, TBD
Hours per Week: ~20 to start, with growth anticipated
