Medical Office Assistant

_____________________Career Opportunity

Position Title: ______Medical Office Assistant

Classification:  ____  Medical Office Assistant

Job Type: __________GEN 1FTE (35hs a week).

Department: ______  Supportive Housing & Substance Use Health (SHSUH)

Location:___________Eccles.

Reporting to:______   Manager, Supportive Housing and Substance Use

____________________  Health (SHSUH)

Compensation:          $23.19/hr - $28.00/hr plus a comprehensive

_____________________ Compensation package that includes time-off entitlements, health _____________________benefits, life insurance, and participation in the HOOPP pension plan.

Deadline to apply:    April 28, 2026 by 5:00pm

Apply to:  __________  https://swchc.bamboohr.com/careers/765 

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About us

We are Somerset West Community Health Centre (SWCHC), a non-profit, community-governed organization that serves over 18,000 clients annually. Established in 1978, SWCHC provides a wide range of health care services such as primary health care, health promotion, community development, mental health, and harm reduction. We are deeply connected to the communities we serve and committed to removing barriers to accessing services for people who experience vulnerabilities because of their age, income, ability, sexual orientation or gender identity, and language or culture.

SWCHC strives to ensure that our team reflects the communities we serve. We work within an anti-racist, anti-oppressive framework that acknowledges the existence and impacts of systemic racism and seeks to ensure that systems are fair and equitable for everyone.

What the HART Hub Entails

The Somerset West Community Health Centre (SWCHC) is excited to announce the launch of the 24/7 Homelessness and Addiction Recovery Treatment (HART) HUB, a transformative initiative designed to provide integrated support to people experiencing complex health and social issues related to substance use and addictions: and aims to connect people who are experiencing homelessness or are at risk of losing their housing and/or people who have mental health, to treatment and preventative services, while addressing basic needs such as food, clothing and showers within the SHSUH program.

We are seeking passionate, dedicated individuals to join our dynamic team and contribute to meaningful change in the community.

Join us at SWCHC’s HART HUB - SHSUH and become part of a dedicated team that is making a difference by providing integrated, person-centered care that empowers individuals and fosters lasting change.

What You’ll Do

Reporting to the Manager of SHSUH, Medical Office Assistants, or MOAs, are an important part of the medical office environment. Their medical, clerical and communication skills are often relied upon to keep the office functioning at its best. The MOA alongside the Administrative Coordinator is responsible for providing administrative support to SWCHC staff and clients while facilitating access to programs and services of the HART hub.

The ideal candidate will have experience working with people who use substances and who are precariously housed.

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What We’re Looking For

◈ Your Education Path

Medical secretary diploma or equivalent experience

◈ Required Language

Fluency in English, both oral and written

Ability to communicate in French, oral and written and asset

Ability to communicate in a third language an asset

◈ Life and Work Experience 

Previous experience working in a medical setting with diverse multicultural socio-economic and mentally disabled clients.

Proficiency with MS office, Knowledge of Electronic Medical Software, Practice Solutions preferred.

Knowledge of non-profit organizations

What You Bring to the Table

Ability to work well in a multi-disciplinary setting

Proficiency in the use of computers and various software applications

Sensitivity to the needs of low-income families, newcomers, young parents, people with concurrent disorders and mental illness, diverse culture, and different belief systems

Ability to multitask and meet demanding deadlines

Be helpful, respectful, approachable, and team-oriented, building strong working relationships and a positive work environment

Adapt to changing work environment

Understand the need for and maintain client confidentiality

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Your Day-to-Day at a Glance

Participates in Team/Centre Activities as Required

Attends team and staff meetings

Participates in team and Centre special events

Contributes to the development and implementation of the Centre’s policies and procedures and strategic plan.

Maintains awareness of Centre/Ministry requirements by networking with the employees of other Community Health Centre’s

Maintains up-to-date professional skills through formal training

Complies with all mandated legal/regulatory requirements related to working in the Centre, i.e., Occupational Health and Safety (includes Infection Prevention and Control practices), Standards of Professional Conduct, etc.

Client Reception

Greets visitors and clients

Determines clients’ needs and directs them appropriately

Verifies and updates client information in the Electronic Medical Record (EMR)

Checks client into the EMR schedule or offers the kiosk or tablet for client self-check-in

Schedules appointments, in person or virtual (phone or video)

Registers new clients

Uploads/scans forms to clients EMR

Monitors waiting room ensuring tidiness and maintaining order

Arrange external Cultural Interpretation (CI) Services as required

Follows Infection Prevention and Control practices related to routine practices and additional precautions

Telephone Reception

Answers, screen and transfers incoming calls

Records telephone message in EMR and sends to appropriate staff member

Schedules appointments

Maintains a current telephone message board

Scan incoming mail

Uploads documents into EMR

Records Management

Prepares charts, when required, for the next day’s appointments ensuring all the necessary forms and labels are included

Assists with Provider tasks, i.e., faxing prescription, scanning documents, calling clients for pick up

Referrals

Processes external referral appointments through the EMR (includes e-referrals)

Reconciles referrals on a regular basis (i.e., every 3 months)

Ensures clients are aware of their appointments when needed

Uploads documents to the EMR

Requests consult notes, test results and other client’s information from hospitals and specialists’ offices

Maintains the EMR directory or address book

Prepares and sends transfer of health care information as requested and records password in the client’s EMR.

Walk-In: Primary Care, Social Services and Counselling

Greets visitors and clients, determines their needs, and directs them accordingly

Verifies and updates client information in EMR

Schedules appointments in EMR (Penelope for Counselling walk-in)

Works closely with the Nurse Practitioner in Walk In to ensure optimal functioning of the walk-in clinic

Liaises between Social Services and PHC staff on issues of shared interest/concern

Shared Among Team

Review the MOA daily action tracker for the division of daily task assignments

Lead morning team huddles providing staffing updates, room usage, etc.

Maintains and updates the staff and room utilization board

Check EMR messages in-box regularly throughout the shift

Scans documents as required

Upload documents into EMR

Assist with reception as required

Respond to urgent requests from Providers

Manages use of secure messaging/email communications with clients

Notify clients of cancellations

Complete appointment reminder calls for providers across the practice

Fax documents as required

Verifies and updates client information in EMR

Ensures client confidentiality is maintained at all times

Report client feedback to Manager of PHC

Updates clients’ enrollment status on a regular basis (i.e., clients not seen in 3 years).

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Ready to Apply?

Take your career to the next level! Submit a cover letter and your resume by 5:00pm on April 28, 2026, to: https://swchc.bamboohr.com/careers/765 

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Somerset West Community Health Centre is an equal opportunity employer who values the diversity of individuals in our programs and services.

We welcome and encourage applications from members of Indigenous, Black and racialized communities, Two-Spirit, nonbinary, LGBTQ+ people; people with disabilities; and members of other equity seeking groups. Applicants are encouraged to share accessibility needs in the application process, and every attempt will be made to accommodate them.

Due to the high volume of applicants, we can neither confirm receipt of nor respond to inquiries regarding your application. Only candidates selected for an interview will be contacted.