Job Description

Position Summary

Seabird Island is committed to providing high-quality, accessible, and culturally responsive health care to community members. We are seeking a Lead Medical Office Assistant to join our team. This position plays a critical role in ensuring the smooth daily operations of the Medical Clinic while supporting Physicians, NPs, Mid-wives and allied health professionals, ensuring that client appointments are booked and client loads are managed. The Lead Medical Office Assistant will provide guidance and leadership to other MOAs, manage complex administrative processes, as well as oversee and complete billing and reconciliation tasks for the clinic.



Under the supervision of the Medical Clinic Supervisor, the Lead Medical Office Assistant performs a full range of administrative and clinical support duties, maintaining and reconciling medical records, preparing examination rooms, supporting client intake, and assisting with services. This role also includes overseeing billing, insurance claims, and payment reconciliation, ensuring accuracy and compliance with regulatory and organizational standards.



The Lead Medical Office Assistant acts as a resource and point of contact for other MOAs, providing guidance,



mentorship, and support to ensure consistency and efficiency in clinic operation. This role requires a high level of professionalism, confidentiality, leadership skills, attention to detail, proficiency with medical software systems, and the ability to work collaboratively in a multidisciplinary team environment

What You'll Do

Administrative Support

Greet patients and manage front desk operations, including answering phones, booking appointments, and coordinating schedules. Manage and oversee daily administrative and clinical coordination tasks, including processing referrals, scheduling specialist appointments, organizing prescription recalls, and ensuring timely completion of all medical office tasks. Maintain accurate and up-to-date electronic medical records using Profile (EMR) and other applicable systems. Transcribe dictations and prepare documentation such as case histories, letters, reports, and forms. Manage records management systems, including organizing and coding files (electronic and hard copy) Operate office equipment such as fax machines, photocopiers, and document scanners. Order medical and office supplies as needed and maintain proper inventory levels. Attend team meetings and participate in quality improvement initiatives. Assist with intake billing and submissions for clients within our programs such as AIMS and Life Givers Home.

Billing & Reconciliation

Oversee and complete medical billing, insurance claims, and payment reconciliation processes for the clinic. Ensure accuracy, compliance, and timely submission of claims and payments. Maintain financial records related to patient services and clinic transactions. Provide guidance and support to other MOAs regarding billing procedures and troubleshooting.

Clinical Assistance

Prepare exam rooms and ensure medical supplies are stocked and organized. Assist with intake procedures, including recording patient vital signs and health history as required. Support physicians, nurse practitioners (NPs), and other health professionals during examinations as appropriate. Ensure cleanliness and infection control procedures are upheld in both clinic and outreach settings.

Leadership & Team Support

Serve as the lead MOA, acting as a resource for other MOAs and support staff. Provide mentorship, training, and guidance to ensure consistency and efficiency in clinic operations. Assist in workflow planning, troubleshooting, and problem-solving within the administrative team. Ensure clinic policies, procedures, and cultural safety standards are followed by all team members

Community Outreach Support

Travel with NPs, Doctors and other service providers to provide outreach services in other communities as needed. Assist with client intake, prepare medical spaces, organize supplies, and ensure smooth service delivery during outreach visits. Provide culturally safe and respectful support to patients and community members in both clinic and outreach settings. Liaise with other communities to ensure they are prepared for physician visits

Client Service & Confidentiality

Foster warm, respectful, and non-judgmental relationships with patients and their families. Maintain patient confidentiality and uphold all relevant privacy and health information regulations. Support patients with intake forms, navigation of health information, and access to services

Other Duties

Additional responsibilities as needed to support the community and uphold our shared values.

Working / Special Conditions

Initial and ongoing employment is subject to submission of a clear Criminal Record Review Program Check to ensure the safety and trust of the communities we serve. This check will be conducted every five years. Initial and ongoing commitment to the values and guidelines of Sq'ewqel (Seabird Island Band), including our policies, procedures, standards of practice, and laws, is essential. This commitment supports our collective work, the community, and the responsibilities of this role. Must possess a valid class 5 driver's license and have access to safe and reliable transportation, insured for community-based use, to effectively travel to and from the communities we serve. Flexibility in working hours may be required, including evenings and weekends, to accommodate the needs and schedules of clients and community needs. Employees will be given as much notice as possible to any changes in schedule.

What You Bring

Certificate in Medical Office Assistant from an accredited institution. High school diploma or GED equivalent. Minimum of 5 years' recent experience in a medical or clinical office setting preferably within a senior role. Strong knowledge of medical terminology, appointment scheduling, and electronic medical record (EMR) systems. Experience performing administrative and clerical tasks in a fast-paced, client-focused healthcare environment. Knowledge of infection control practices and experience maintaining a clean and organized clinical setting. Excellent interpersonal and communication skills with a client-centered and professional approach. Proficiency in billing and reconciliation processes across different databases.

Preferred

:


Indigenous candidates are strongly encouraged to apply. Lived experience as a member of a First Nations community. Knowledge and understanding of Seabird Island's culture, traditions, teachings, community dynamics. Ability to respond quickly and professionally to community or colleague needs and inquiries. Excellent writing, editing, and verbal communication skills.

Cultural Competency:

Deep understanding of Indigenous cultures, traditions, and contemporary issues. Experience working within Indigenous communities and applying culturally safe practices. Understanding of intergenerational trauma and its impacts on Indigenous peoples and communities

How to Apply

Have a question about this role before you apply? Email careers@seabirdisland.ca. Interested candidates are invited to submit their resume and a cover letter sharing how your experience aligns with this role.

Pre-Employment Screening

Seabird Island is an equal opportunity employer and is committed to creating a diverse and inclusive workplace. We are committed to fostering diversity, equity, and inclusion. We recognize and value the unique perspectives, experiences, and contributions that Indigenous people bring to our team. We actively encourage applications from Indigenous people. Pursuant to S. 41 of the BC Human Rights Code, preference may be given to applicants of First Nations, Metis, or Inuit heritage. We are interested in every qualified candidate who is eligible to work in Canada; however, we are not able to sponsor visas.





Employment is conditional upon completing pre-employment screening to ensure a safe and secure work environment in which students, staff, members, families, community, as well as resources, and assets are protected. All background checks, reference checks and criminal record checks are performed in accordance with Seabird Island Human Resources Policy Manual, protecting the integrity and confidentiality of information gathered during the evaluation.

We thank you for your interest. Only those selected for an interview will be contacted.