Administrative Support

SUMMARY

Christian Counselling Services (CCS) is seeking an Administrative Assistant who is passionate about community based mental health services, relates easily to our clients and staff and is also excellent at juggling a wide variety of administrative functions. The Administrative Assistant is an integral member of our team, responsible for providing exceptional service to agency clients, clinical staff, and management.

DESCRIPTION

Position: Administrative Assistant

Reports to: Business Manager

Employment Term: Permanent Part-time (8 hours per week plus holiday coverage throughout the year)

Compensation: $25-$30 per hour

Location: Toronto, ON

Mode: On-site (potential for some hybrid depending on agency needs)

Start Date: As soon as possible

Who We Are:

Christian Counselling Services (CCS) is a community-based mental health agency whose mission is to provide compassionate and caring psychotherapy honouring the whole person, regardless of the client’s ability to pay from their own resources. Our clients represent a cross-section of our society in terms of socio-economic status, cultural background, and religion. And our clinical staff is a community of professionals offering counselling and psychotherapy services addressing a wide range of mental health issues. CCS is rooted in the pastoral care tradition of the Christian church, and takes a client-centered approach to our clients’ needs and concerns by honouring “who they are” and meeting them “where they are.”

Program and Role Description:

We are looking for an exceptionally organized and reliable individual who can handle a variety of tasks with consistent speed and excellence, who is able to work both independently and collaboratively, and who is able to handle sensitive and confidential matters with diplomacy and discretion. They will be learning all facets of the Business Manager’s role so that they can offer year-round support in all areas and step in to provide more full-time coverage as needed during periods of absence.

Key Duties and Responsibilities:

Finance and Administration

• Become familiar with Owl Practice software for the purpose of supporting clients and staff with its use in keeping with established standards.
• Receive client payments, issue receipts and handle related inquiries.
• Submit benefits claims to providers using online platforms.
• Prepare payroll twice monthly including entry in QuickBooks, payment via Telpay and sending of payroll details to staff.
• Use QuickBooks to create journal entries, enter invoices, credit card charges and payments.
• Monitor Accounts Receivable, prepare reports for staff and, in partnership with therapists, follow up on outstanding amounts.
• Maintain general and donor databases and assist in the preparation of agency newsletters and communications.

Client Services

• Welcome in-person clients and notify clinical staff of their arrival.
• Respond to phone calls and emails promptly with a focus on customer service.
• Receive client intake requests and distribute to therapists according to their needs.

Knowledge, Skills, Abilities:

• A high level of computer literacy and proficiency particularly in the use of QuickBooks, Microsoft Excel, Microsoft Word and Google Sheets.
• Excellent inter-personal skills including the ability to effectively communicate with people on the telephone or in-person who may present in emotional distress.
• Familiarity with the language, spirituality and culture of Christianity.
• Efficient, organized, detail-oriented, eager learner, self-motivated, adaptive.

How to Apply:

Please submit your CV and cover letter by October 3, 2025 by email to:

Alan Beattie, Business Manager, admin@christiancounsellingservices.com

We appreciate all applicants’ interest; however, only those selected for an interview will be contacted. Thank you for your interest in CCS.

Christian Counselling Service’s Commitment:

CCS strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity and creating a healthy and rewarding environment in which all can flourish. In our goal to foster diversity on our team, we are seeking qualified candidates who share our commitment to equity, diversity and inclusion. In accordance with the Accessibility for Ontarians Act (AODA), CCS is also committed to accommodating applicants with disabilities throughout the recruitment process. We will work with candidates requesting accommodation at any stage of the hiring process.