PFT - Administration Team Assistant, Medical

The Administration Team Assistant – Medical will provide essential administrative support to department managers as well as their respective departmental team as required. The incumbent will perform complex and general administrative duties including office management, appointment scheduling, reception, data processing, communication and other tasks assigned. The Administration Team Assistant – Medical works alongside clinically-based healthcare professionals to improve patient healthcare outcomes. The role covers a variety of different tasks that are all essential to the success of the healthcare field. As the first point of contact for patients of the CMHA Health Centre, the incumbent must be sensitive to the barriers that many individuals face when accessing health care services. This position involves a high regard for confidentiality and understanding. The incumbent will be required to work at the CMHA CHC, Shelter Health Clinics (including but not limited to H4, Downtown Mission, Welcome Center, Salvation Army) and/or other locations based on operational needs.

RESPONSIBILITIES & DUTIES:

• Back-up for other Administration Team Assistants as required. Screen patients for the presenting issue prior to appointments.
• Update and maintain patients’ health records including the collection and verification of all socio-demographic information under the direction of the CMHA Health Centre staff.
• Assist patients with paperwork.
• Schedule and coordinate patient appointments including follow up appointments and other referrals.
• Use of EMR software to support all communications and maintain an accurate update of the primary care provider’s schedule.
• Answer patients’ queries and ensure quality customer service.
• Collaborate and prioritize patient concerns to determine the nature of the presenting issue.
• Check patients in and out, including the accurate collection and verification of required EMR information and documentation.
• Prepares patient referral and consultation letters as directed.
• Types documents within timelines requested and with correct punctuation, format, and no typographical errors.
• Conducts administrative support activities or assignments, composing routine correspondence, preparing presentation materials, coordinating events/functions, as directed by Director Primary Care/Manager, or Manager, Quality and Performance.
• Manage patient flow and maintain all administrative tasks of the health centre.
• Plays a key role in maintaining the overall welcoming tone of the medical reception area and responds effectively to problems and difficult situations that may arise.
• Provides a complete range of secretarial and clerical services for the Director Primary Care and health care team professionals including correspondence, reports, documents, minutes, and related materials.

• • Books diagnostic appointment including:
  • Prepares and tracks referrals.
  • Prepares outgoing appointment letters.
  • Maintains EMR systems, creating and deleting files as required, retrieving information, and ensuring that agency policies regarding privacy are followed.
  • Prepares agendas for meetings, correspondence summaries, and other items for meetings in consultation with the Director, Primary Care/health care team professionals and ensures items distributed one week prior to the meeting.
  • Records action minutes of meetings as required.
  • Edits and proofs outgoing letters/reports as required.
  • Makes travel arrangements for CMHA Health Centre employees as requested.
  • Prepares expense reports for Director, Primary Care
  • Maintains an adequate inventory of stationery and office supplies, ordering items as required.
    
  • Implements document management and distribution systems and maintains inventory of necessary forms and supplies.
  • Checks outdated office/admin supplies and the amount of office/admin supplies and assures adequate levels are ordered.
  • Prepares order forms for the supplies.
  • Matches orders with received supplies and provided necessary billing information to accounting.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities and activities required of this position.

EDUCATION & SKILLS:

• A 2 year Post-Secondary Diploma in a Medical Office Administration is required or equivalent program deemed relevant by the employer.
• One (1) year of medical administrative experience preferably in a health care environment is required. 
• Advanced computer skills in Windows operating systems, Outlook, Word, Excel, PowerPoint, Access and other database management systems, and graphics software required. Full range of knowledge in the operation of all standard office equipment including the use of photocopier, fax machine, mail machine, laptop computer and scanner. Excellent organizational skills are required.  Able to organize, schedule people or tasks, while being sensitive to time constraints and resource availability.
• Bilingualism in both official languages at the advanced level is considered an asset.
• A valid Ontario Driver’s License with access to a reliable vehicle and proof of current insurance and licensing are required for this position.

Hours of Work:       Thirty-Five (35) hour work week. The agency’s regular hours of operation are Monday to Friday, 8:30 AM to 4:30 PM. Flexible hours are required to meet client and service needs.

Salary range:          Grade 5, $25.57 – $31.11 per hour

                                 Per 2022 - 2026 Collective Agreement

Applicable shift premiums are paid in accordance with the Collective Agreement, Article 17.11.

Please submit your cover letter and resume clearly stating how your skills and experience meet the position requirements prior to the posting closing date.

Posting Date:         Thursday, May 28, 2026, 2026

Posting Deadline:  Thursday, June 11, 2026 2026 @ 4:30pm

We thank all applicants for their interest in employment at CMHA-WECB. We are however, unable to respond to individual calls. Only those individuals selected for consideration will be contacted for next steps. Thank you for your understanding.

This position is posted per Article 15 of the Collective Agreement. Internal candidates will be considered in priority as established by the Article, as such external candidates may not be considered if there is a qualified internal applicant.

We are dedicated to creating a workplace that reflects the diversity of the communities we serve. We welcome applications from individuals of all identities and experiences, as we believe that diverse perspectives strengthen CMHA. If you require accommodations during the application process, please contact us at hrteam@cmha-wecb.on.ca. 

Please note that candidacy for positions will require you to be authorized to work in Canada.

Please note that a satisfactory police vulnerable sector check is required as a condition of employment for all roles with CHMA-WECB.