Clinic Receptionist

Job Title: Clinic Receptionist
Starting Salary: $46,131.15 annually, prorated per FTE
FTE Status and Hours: 0.4 FTE – 15 hours per week
Duration: 1 year with possibility of extension
Reports to: Clinic Manager
Location: On-site (2 clinic locations)
Bargaining Unit: OPSEU Local 5115

Planned Parenthood Toronto (PPT) is a fully accredited community health centre that provides primary health care services to youth 13 to 29 years, as well as health promotion programming, education, training and research to improve the health and well-being of Toronto’s diverse communities.

We are currently seeking a part-time, 0.4 FTE Clinic Receptionist (15 hours per week) for a 1-year contract with the possibility of extension. This position will primarily support the clinic operations at our North York Satellite location (940 Shepard Ave. West) as well as have some shifts at our downtown location (36B Prince Arthur Ave).

POSITION OVERVIEW

The Clinic Receptionist is responsible for providing initial and ongoing contact to clients accessing primary health care, including sexual & reproductive health care. The Clinic Receptionist is responsible for administrative duties related to clinic reception.

The Clinic Receptionist provides clerical, administrative support and reception functions while maintaining a respectful and harmonious environment for clients and co-workers.

The Clinic Receptionist operates using an anti-racist, 2SLGBTQIA+ and trauma-informed lens ensuring a welcoming environment for all who access virtual reception services or visit the front desk at PPT. They take extra care to ensure the reception space is comfortable and welcoming.

SPECIFIC RESPONSIBILITIES and REQUIREMENTS

Receptionist Duties:

• Ensure the clinic reflects an anti-racist, 2SLGBTQIA+, trauma-informed, safe, welcoming environment ensuring client confidentiality and privacy is upheld
• Screen visitors and clients in accordance with current infection prevention and control measures
• Receive, screen, and transfer phone calls
• Provide in-person and telephone reception and information to clients, the general public and other visitors
• Schedule, change, cancel appointments in Electronic Medical Records (EMR) system, including monitoring the reception inbox
• Create and update client information in EMR, ensuring charts are up to date electronically, including data entry and document scanning, at each client encounter
• Call and/or send email reminders to notify clients of upcoming appointments
• Send registration documents, forms to complete, surveys and other information to clients, as needed
• Monitor and respond to appropriate client emails sent to general Clinic inbox
• Support the sale of contraceptive supplies and medications according to agency policy and in compliance with regulatory dispensing requirements
• Daily monitoring and counting inventory of medications and contraceptives, notifying the Clinic Manager when stock is low
• Opening and closing of Point of Sale (POS) system and balancing cash out
• Track and reconcile, on a monthly basis, TTC fare distributed at reception
• Sort and distribute daily incoming mail and deliveries to the appropriate staff member; ensure that out-going mail is posted on a daily basis, and assist with courier pickups as needed
• Conduct general clerical tasks, including word processing, photocopying, faxing, data entry, etc. as assigned or directed by the Clinic Manager
• Provide general secretarial support and administrative assistance for the Health Services team
• Maintain condom supply as necessary in waiting room and client washrooms
• Participate in chart audits
• Perform additional responsibilities while clinic administrative colleagues are absent to ensure essential services are maintained as directed by the Clinic Manager
• Coordinate the pick-up and drop-off of lab specimens, ensuring timely transport and proper handling in accordance with clinic protocols.

Physical Requirements:

• Must be able to work some evenings and Saturdays as required
• Frequent stair climbing, with ability to lift up to 30lbs., shelving and inventory of supplies, at times being lifted above your head
• Ability to wear Personal Protective Equipment (surgical mask) in shared/open spaces and adhere to COVID-19 infection prevention principles

Other Responsibilities:

• Act in accordance with PPT’s Vision, Mission, Equity Vision, Values and Principles, and Policies and Procedures
• Work in alignment with the agency’s strategic plan
• Demonstrate openness and responsiveness to emerging client and community needs as identified by the agency.
• As it relates to your position fulfill responsibilities outlined by the agency’s funders
• Attend the agency’s Annual General Meeting
• Participate at staff and team meetings and other activities/meetings related to the agency, as requested
• Work in support of the agency’s commitment to be at the forefront in the utilization of technology to offer innovative programming and services
• Participate in the orientation and training of new staff as requested by the Clinic Manager or delegate
• Actively participates in agency’s accreditation process as directed by the Executive Director
• Actively participate in quality improvement activities and support a culture of quality improvement throughout the organization
• Contribute to a culture of philanthropy at the agency that may include participating in fundraising initiatives and/or acting as ambassadors for the agency
• Other duties related to the role or based on agency need, as required
• Identify and communicate issues and potential problems to the team and Clinic Manager

How to Apply

Please email letter of interest and resume to jobs@ppt.on.ca with subject line “Clinic Receptionist PT 0825” by Aug 29, 2025

PPT is pro-vaccination and requires all new hires to PPT to provide proof of full vaccination against COVID-19 within 8 weeks of their hire.

PPT is committed to equity, diversity, and inclusion and to building an organization that reflects the communities we serve. We encourage applications from members of Black, Indigenous, and racialized communities; Two-Spirit, non-binary, trans, lesbian, gay, bisexual and queer people; disabled people; youth; and members of other equity seeking groups.

We thank all applicants for their interest. Only those selected for an interview will be contacted. No phone calls please.

PPT welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates selected for an interview and for all aspects for the selection process. If an applicant or a successful candidate requests an accommodation, we will discuss their needs with them and make adjustments to support them. We regret to inform that PPT is not a wheelchair accessible space.

Please note that as a condition of employment, the successful applicant must complete a Criminal Record Check.

The bargaining unit for this role is OPSEU Local 5115.