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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
- Manage patient bookings/referral processes (i.e. individual and group appointments)
- Provide program support (i.e. manage waitlists, group education schedules/communications, set up room/refreshments for education events, analyze evaluations)
- Organize Board & Committee Meetings (scheduling, creating packages & taking minutes)
- Generate/export statistics from electronic medical record into Excel for program development/ evaluation, workload measurement and quality improvement
- Work with team to create/edit custom forms/stamps/searches for electronic medical record documentation
- Graphic design (i.e. for newsletter), website editing and PowerPoint presentation enhancements, business cards
- Human Resources Support (post positions, organize interviews, create orientation schedules, provide basic training, phone and computer set-up)
- Clinic Support (i.e. manage Ontario Telemedicine equipment & operate camera)
- Maintain Medical Directives documentation
- Inventory Management (i.e. office/medical/kitchen supplies, asset list)
- Maintain FHT schedules (e.g. education room schedule)
- Order and receive resources (i.e. purchasing food for events, coffee/tea, stamps, office supplies, etc.)
- Clerical tasks (i.e. maintain group emails for Team Communications, scan medical records, mail/petty cash management, filing, file archiving)
- 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.
Required career level
- Entry Level
- Experienced (Non Manager)
Salary range
- $44,288 - $48,827 per year