Job Description

Position: Medical Office Administrator

Reporting to: Clinic Manager

Terms: Full-Time

Hours of Work: 37.5/Week Monday to Friday with occasional clinic hours in the evenings and weekends.

Deadline to Apply: Applications open until filled

Link to Job Posting: https://www.ptbochc.ca/careers

JOB SUMMARY

Reporting to the Clinic Manager, the Medical Office Administrator is responsible for the efficient and effective operation of the CHC office including the development, planning, administration, organization and operation of services. The MOA works within a multi-disciplinary team to provide a variety of administrative and logistical support. As an MOA at the PCHC it is important that you value self-awareness, empathy, and patience, be flexible and able to embrace change in an organization that adapts to the changing needs of the clients we serve. This role requires a deep understanding of the diverse perspectives of our team and clients, an ability to recognize and mitigate unconscious biases, and a commitment to treating everyone with respect and compassion.

KEY RESPONSIBILITES

Clinical Administration

Respond to all telephone and email inquiries regarding programs, services and activities. Fulfill all reception duties for the CHC and ensure adequate reception coverage based on hours of operation and service needs. Greet clients in a warm, welcoming, calm and non-judgmental fashion. General intake and pre-assessment of clients registering for programs and services.

Schedule appointments and booking referrals.

Ensure that all client information is accurate and up to date in the electronic medical records system (EMR). Provide administrative and logistical support to the providers and team members such as copying, faxing, forms creations, maintaining contact and referral lists. Develop and implement systems and processes in order to fully support providers and ensure consistency of all administrative applications throughout the center. Maintain an accurate inventory of all office supplies at the front desk and in the providers' space. Other duties as assigned.
Contribution to team and centre activities:

Participate actively in staff meetings and participate in the overall activities of the health center. Communicate clearly, listen accurately, is open to feedback, handle conflict appropriately, and display sensitivity to others. Maintain the reputation and confidentiality of the health center and its clients at all times. Work in a manner that respects and values the diversity of communities and individuals. Work in a manner that reflects our mission, values, and service delivery approach. Adhere to all applicable Peterborough CHC policies and procedures.
JOB REQUIREMENTS

All employees of PCHC are required to submit a Criminal Record Check upon hire and every 3-5 years thereafter. Comply with the Occupational Health and Safety Act (OHSA), its regulations and all CHC occupational health and safety policies and procedures. Standard First Aid and CPR (or willingness to obtain upon hire) Due to the requirements of this position, a valid Ontario driver's license, use of own vehicle and proof of valid insurance is required. Availability to participate in meetings, community engagement events, and other health promotion activities after regular work hours on occasion. Non-Violent Crisis Intervention and Unconscious Bias training (or willingness to obtain upon hire)
QUALIFICATIONS Education and Work Experience

Relevant knowledge and experience attained through graduation from a recognized College/University in Medical Office Administration or a related field. A minimum of three years' experience in a similar position preferably in community health or social services sector. Previous experience working with interdisciplinary teams. Sensitivity to and awareness of cultural, racial, economic, and socially diverse communities, including harm reduction practices. Experience working with a diverse, multicultural population and specifically of the Indigenous community is an asset.
Skills and Abilities

Proficient in the use of computers and various software applications including Word, Excel, PowerPoint and electronic medical records. Ability to work independently and collaborate effectively in a team environment. Excellent communication skills, both verbal and written, along with the ability to prioritize and multi-task. Excellent customer service skills, and conflict resolution and strategies to diffuse situations In-depth understanding of pivotal role in reconciliation and actively explore ways to contribute towards CHC's commitment of reconciliation.
WORKING CONDITIONS

Company culture - Social environment promoting communication, helping, healing and education between employees. Artistic environment encouraging innovation and experimentation as well as personal expression. Investigative environment built on critical thinking, experimentation and problem-solving, where you are encouraged to be curious and learn. Physical Demands - Long periods of sitting and in front of a computer, typing and some walking. Lifting of some objects up to five pounds. Environment - Mainly working indoors with exposure to outside during travel and events. Exposure to health hazards, infectious diseases, some physical and verbal violence, harsh weather conditions, working alone, slips trips and fall, uncontrolled substances and other. It is important that the employee be able to identify hazards, have the knowledge and training to handle any situation. Minimal exposure to hazardous material such as cleaning supplies. Mental Effort - Quick thinking for frequent handling of difficult situations that some may find stressful and / or upsetting. A CHC is a busy environment that can be frequently noisy and interruptive. The incumbent will need excellent organizational, time and stress management skills to complete the required tasks
Job Type: Full-time

Pay: $46,200.00 per year

Benefits:

Company pension Dental care Employee assistance program Extended health care Life insurance On-site parking Paid time off
Work Location: In person

Expected start date: 2025-12-01