Administrative Assistant/Medical Secretary

Job Description – Administrative Assistant/Medical Secretary

Position Summary

This position provides both medical secretary and administrative support to the Taddle Creek Family Health Team (FHT).

Roles and Responsibilities

1. Manage patient bookings/referral processes (i.e. individual and group appointments)
2. Provide program support (i.e. manage waitlists, group education schedules/communications, set up room/refreshments for education events, analyze evaluations)
3. Organize Board & Committee Meetings (scheduling, creating packages & taking minutes)
4. Generate/export statistics from electronic medical record into Excel for program development/ evaluation, workload measurement and quality improvement
5. Work with team to create/edit custom forms/stamps/searches for electronic medical record documentation
6. Graphic design (i.e. for newsletter), website editing and PowerPoint presentation enhancements, business cards
7. Human Resources Support (post positions, organize interviews, create orientation schedules, provide basic training, phone and computer set-up)
8. Clinic Support (i.e. manage Ontario Telemedicine equipment & operate camera)
9. Maintain Medical Directives documentation
10. Inventory Management (i.e. office/medical/kitchen supplies, asset list)
11. Maintain FHT schedules (e.g. education room schedule)
12. Order and receive resources (i.e. purchasing food for events, coffee/tea, stamps, office supplies, etc.)
13. Clerical tasks (i.e. maintain group emails for Team Communications, scan medical records, mail/petty cash management, filing, file archiving)
14. Maintain website, updating it as needed. Update weekend clinic and inform all staff of clinic timing.

The above responsibilities are not to be considered all - inclusive; may be assigned other related duties in the interest of efficient operations of a Family Health Team.

Skills, Knowledge Requirements

• Exceptional organizational skills
• Excellent interpersonal and oral/written communication skills
• Strong problem-solving skills
• Ability to maintain confidentiality and discretion
• High degree of accuracy and attention to detail
• Proven participatory work style; ability to work independently and with a team
• Ability to prioritize, manage time effectively and be flexible in a very active work environment
• Exercises good judgment
• Flexible ‘outside box’ thinking
• Excellent customer service skills

Computer Skills

• Microsoft Office (Word, Excel, PowerPoint) intermediate skills
• Familiarity with a Mac OS environment
• Experience with Telus Practice Solutions or other Electronic Medical Records (EMR) system is an asset
• Basic desktop publishing/graphic design (preferred)
• Basic knowledge of Word Press (website) (preferred) Education and Specific Job Requirements
• Post-secondary education in a related field such as business or health administration
• Completion of Medical Secretary Course (medical terminology, pharmacology), an asset

Relevant Experience

• Experience in administrative office environment
• Experience in healthcare field
• Medical office experience

Reporting Structure

Reports to the Executive Director

Job Specification

Must be COVID-19 fully vaccinated

Location: 790 Bay St., Toronto, Ontario, Suite 306

Hours of Work: 8am-4pm or 8:30am-4:30pm, some evenings and weekends may apply.

Note: Expectation is for this position to be on site 80% (4 days a week), 1 day work from home (this is subject to change at any time by the organization)

Status: Permanent/Full Time

Pay Range: $44,288-$48,827

Benefits: 22.5% (used for: statutory deductions, group insurance plan & Hospitals of Ontario Pension Plan - HOOPP)

Annual Vacation Days: 3 weeks (4 weeks after year 1)

Annual Professional Education Dollars: $500

Annual Education Days: 5

Annual Sick/Personal Emergency Leave: 10 days

Annual Personal Days: 2 days

Application deadline: July 22, 2026

Please apply with a cover letter and resume together as one document on Indeed or by email to jobs@tcfht.on.ca

TC FHT is committed to equity and anti-oppression and to building an organization that reflects the diversity of communities of Toronto. We encourage applications from members of Black, Indigenous, and other racialized communities; 2SLGBTQ+ (Two-Spirit, lesbian, gay, bisexual, trans, and queer) people; people with disabilities; and members of other equity seeking groups.