Clinic Coordinator, Frontline Resilience
Specialized Mental Health Practice – First Responders & Healthcare Professionals
Deadline Dates:
Applications Closing Date: Friday, July 10, 2026 at 12:00pm EST
Interviews: July 13-17, 2026
Position start date: Early August 2026
About Us:
We are a growing mental health practice specializing in occupational trauma among first responders and healthcare professionals. Our work requires the highest standards of professionalism, discretion, and compassion. We are seeking a Clinic Coordinator who thrives in a structured, high-trust environment and takes pride in supporting both clients and clinicians.
Our Clientele:
We are privileged to work alongside individuals who have dedicated themselves to the service of others. Our clients are people of exceptional integrity, duty, and purpose—individuals who have invested deeply in the wellbeing of their communities and, in doing so, have faced significant trauma in the line of duty. They come to us motivated to recover and go on to serve meaningful roles with renewed impact along with successive opportunities and growth.
Our Team:
Our team reflects a shared commitment to that same spirit of service. We are a group of experienced mental health professionals, all of us having firsthand experience in frontline roles. Our backgrounds include emergency services, hospitals (emergency medicine, neurotrauma, intensive care, cardiology, and burn units), as well as work within correctional settings. This lived experience informs our approach, grounding our work in both clinical expertise and genuine understanding.
We value kindness, professionalism, and collaboration. Our team operates with a high degree of autonomy while maintaining a supportive, respectful environment—free from hierarchy and interpersonal politics. We believe that a healthy team culture is essential to delivering the highest quality care. We operate with the utmost confidentiality and discretion, ensuring a safe, private, and trusted environment that is respectful and encouraging for every individual we serve.
Our Setting:
Our setting reflects the nature of our work. We are located in a peaceful rural retreat surrounded by nature, providing a private and restorative space for both clients and staff. We are deeply connected to our community, maintaining strong partnerships with emergency service organizations and extending our care through initiatives such as animal-assisted therapy programs.
Position Overview:
The Clinic Coordinator plays a central role in ensuring the smooth and effective operation of the practice. This position supports administrative, intake, scheduling, and billing functions, while maintaining strict confidentiality and accuracy in all processes. This role requires exceptional attention to detail, sound judgment, and a strong commitment to confidentiality.
The ideal candidate is highly organized, self-directed, and detail-oriented, with strong judgment and a commitment to respectful, collaborative relationships with clients, colleagues, and community partners.
Position Location:
Oro-Medonte, ON (15 minutes between Barrie and Orillia)
Workplace Type:
Onsite / in person only
Note this is a strictly onsite position. Relocation assistance is not provided and remote work or hybrid arrangements will not be entertained.
Hours:
This position is scheduled within our regular business hours, Monday through Friday. Within the window of our operating hours, we offer flexibility for applicants seeking a shortened workday or a four-day schedule. Schedules once established remain consistent to support operational needs. Opportunities for expanded responsibilities and hours may also be available for candidates with complementary skill sets.
Key Responsibilities
- Oversee daily administrative operations of the clinic
- Conduct client intake screening and coordinate scheduling
- Manage medical billing, insurance submissions, and accounts reconciliation
- Maintain clinic supplies and oversee inventory management
- Provide administrative support to the Practice Manager
- Ensure accurate, timely, and secure record-keeping and data management
- Uphold strict confidentiality, discretion, and professionalism in all interactions
Additional Opportunities (Based on Experience)
- Review and format clinical reports
- Assist with administration and scoring of psychological assessment measures
- Support outcome data collection, analysis, and presentation
- Contribute to clinical and operational projects as assigned
- Facilities management
Qualifications
- Highly organized, detail-oriented, and self-disciplined
- Self-motivated with the ability to work independently and collaboratively
- Strong interpersonal skills with a warm, professional, client-centered approach
- Demonstrated emotional intelligence and strong self-regulation
- Ability to engage professionally with trauma-related content without becoming overwhelmed
- Demonstrated ability to handle sensitive information with discretion and sound judgment
- Strong proficiency in spreadsheet applications, data management, and financials (e.g., Mac Numbers).
- Excellent computer skills across a variety of software (Microsoft 365 products, SharePoint, MS Teams, Zoom, Mac Keynote, etc.)
- Experience with medical billing, insurance, and WSIB
- Clear criminal background check and vulnerable sector screening
- Valid driver’s licence, clean 3-year driver’s abstract, and willingness to travel throughout Simcoe county for work-related duties
- Legally eligible to work in Canada
Preferred Assets:
- Proficiency with Jane, TELUS Health, and ProviderConnect
- Background in first responders, mental health, healthcare, and clinical environments
Note that our practice solely utilizes Apple (Mac) computers and software.
Compensation:
Salary and opportunities for growth will be commensurate with experience.
Application Process:
Process will include pre-screening, job-relevant skills test, and interview between July 13-17, 2026.
Process will include reference checks and background screening.
Successful candidate to commence the role early August 2026.
Application:
Submit applications by Friday, July 10, 2026 at 12:00pm EST to:
Dr. Lori Gray, C.Psych, Founder and Supervising Psychologist, Frontline Resilience
[email protected]
Include within your application all of the following:
- Cover letter
- Resume, detailing your experience as it relates to each required qualification and preferred asset
- Details regarding any considerations or requests related to hours of work and scheduling
- If applicable: additional skill sets or areas of interest for expanded roles, recent Vulnerable Sector Screening, recent driver’s abstract
Note: If you have an employment gap or do not meet all listed qualifications but would be a strong fit for this role, you are still encouraged to apply and provide an explanation in your cover letter.
Pay: $17.49-$50.00 per hour
Benefits:
- Extended health care
- Flexible schedule
- On-site parking
Work Location: In person
