Operations Manager

CBT Psychology is a thriving private mental health clinic in Thornhill, offering psychological assessments and psychotherapy for children, teens, and adults. With a team of over 20 dedicated therapists and a strong referral network, we are committed to clinical excellence and compassionate care.

We are seeking a skilled Operations Manager to oversee the business operations of our clinic, ensuring smooth day-to-day functioning, while driving efficiencies and enabling growth.

Key Responsibilities

Clinic Operations & Systems

• Oversee daily operations of the clinic, ensuring smooth functioning of admin, intake, billing, and support teams.
• Identify inefficiencies and implement streamlined workflows, automations, and SOPs.
• Manage relationships with third-party vendors (e.g., software, accounting, marketing, etc.).
• Maintain compliance with PHIPA and clinic best practices.

Team Leadership & Accountability

• Lead, mentor, and support the admin/intake team (3 people), fostering a positive, accountable work environment.
• Manage scheduling, training, and performance check-ins for non-clinical staff.
• Troubleshoot operational challenges, supporting therapists and intake to resolve issues efficiently.

Finance & Metrics

• Track and optimize key financial and operational metrics (profit margins, therapist productivity, cancellations, etc.).
• Collaborate with the bookkeeping team on payroll, expense tracking, and budget oversight.
• Monitor revenue and expenses, identifying opportunities for improved financial performance.

Growth & Client Experience

• Enhance the client intake and service experience to ensure high satisfaction and retention.
• Support marketing and referral-building efforts, coordinating with external partners and community stakeholders.

Qualifications

Must-Have:

• 5+ years of operations or practice management experience.
• Proven leadership experience managing small teams.
• Strong process improvement and workflow optimization skills.
• Experience driving accountability based on KPIs
• Tech-savvy with clinic and project management systems (JaneApp, ClickUp, others).
• Financial literacy: understands P&L, budgeting, and basic accounting.
• Strong interpersonal and communication skills with emotional intelligence.

Preferred:

• Experience in a mental health or allied health clinic.
• Exposure to EOS/Traction, Scaling Up, or other small business systems.
• Familiarity with PHIPA compliance.

Compensation

• Salary: $70,000 to $80,000 annually, depending on experience and skills.
• Bonus: Performance-based incentives tied to operational and financial goals.
• Benefits: Flexible schedule, paid vacation, professional development support.

Why Join Us?

• Meaningful work improving mental health in the community.
• Warm, collaborative team culture.
• Opportunity to shape and grow the clinic’s operations for long-term success.
• Work closely with an entrepreneurial clinic owner and be the integrator.

Job Types: Full-time, Part-time, Permanent

Pay: $70,000.00-$80,000.00 per year

Expected hours: 40 per week

Additional pay:

• Bonus pay

Benefits:

• Dental care
• Flexible schedule
• Paid time off
• Vision care

Schedule:

• Monday to Friday
• Weekends as needed

Ability to commute/relocate:

• Vaughan, ON L4J 1V9: reliably commute or plan to relocate before starting work (required)

Experience:

• management: 5 years (required)

Location:

• Vaughan, ON L4J 1V9 (preferred)

Work Location: In person