Office Manager for Mental Health Practice

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

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.

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.

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.

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.

• 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.

• 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.

• 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.

• 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…