Chinese Medical Secretary jobs in Toronto, ON

We’re hiring a Clinic Coordinator to complete an awesome support team in our small but busy Acupuncture Clinic. This is a “Jack/Jill” of all trades coordinator/management hybrid position, which is perfect for someone with flexibility in their schedule and who is looking for healthcare related management experience. This position is mostly remote with some onsite hours too.

Why work at our clinic?

• You’ll still be able to study or work elsewhere: there’s plenty of flexibility in this role! If you are a hard worker/ very good at multitasking, you could even do the job as a full-time student.
• Great opportunity for someone wishing to gain lots of small business / clinical business experience.
• Join a busy, successful Toronto clinic serving a diverse patient base. Since 2003!
• Compassionate staff and leadership who love having fun on the job.
• Take pride in our continued success. We’re a winner of many awards and media appearances with a stellar reputation across all review platforms.
• Be an integral part of building relationships between patients, therapists’ team and our other stakeholders.
• Learn to be an ambassador of Traditional Chinese Medicine.

Hours/Availability/Location

You will be splitting weekly on-call reception duties and tasks with other support staff. We are currently seeking 1 x Coordinator to work on-call 3-4 consecutive days (those days are flexible) Must be available to come into the Center every Thursday from 7:30AM-2:00PM. You should be able to provide occasional additional vacation coverage for the other Co-ordinator. Due to occasional tending to urgent on-site matters, we are currently only considering candidates who live within a 30 minute commute to Bloor/Yonge Station.

Duties

• Reception- On-call as needed during assigned days. Answer phone calls and return messages in a timely manner. Quick turnaround is a must. Liaison with various stakeholders. We typically receive 0-10 calls/day on average. Some days are quiet while other days are jam packed with lots of communication.
• Accounting support- Basic QuickBooks, accounts payable/receivable duties. We can teach you this.
• Technical support- Main platforms used include Janeapp, G-Suite and Fiverr. Not a big problem if you don’t know these systems (we will teach you), but the role does require someone who is tech-proficient in Google Workplace, basic graphic design and Microsoft Word/Excel. You should have an aptitude for troubleshooting tech issues.
• Cleaning- Weekly cleaning of the clinic space (supplementary to our existing cleaning service)
• Maintenance- Various beginner level onsite maintenance duties. Tasks may include safety checking equipment, being our plant whisperer and other low-skilled maintenance tasks.
• Purchasing supplies- Both online and in person shopping: routine inventory checks, store purchases, sourcing and ordering items online/over the phone, delivering supplies to the clinic and being onsite to receive packages.
• Supervising- staff, vendors/tradespeople
• HR support- Assist clinic owner with onboarding for new hires and offboarding
• Miscellaneous tasks- Cutting keys for new therapists, communicating with landlord and other tenants
• Other ad-hoc projects- Assist Clinic Owner as need arises, ex. sourcing digital vendors (graphic designers, consultants) and document creation collaboration.
• Rotate fill-in duties- Covering shifts for the support staff when absent.

Characteristics of a successful Co-Ordinator

• Accountable, diligent and punctual
• Strategic and thinks ahead...and it's apparent in your work
• Great communicator in a friendly manner
• Shows up in everything you do- follows through and you're super solid
• Detailed-oriented
• Independent
• Multi-tasking
• Willingness to serve
• Willingness to learn
• Excellent communication skills
• Tech-savvy
• Basic maintenance skills
• Super friendly, kind and patient
• You're successful at your endeavors and are used to being around others who are too

Other Information

Part-time. Compensation based on fair hourly wage. Must independently log hours worked. Contract-based. On-call reception. Hybrid remote and in-clinic role. Two year contract commitment

TO BE CONSIDERED: Please submit resume with cover letter. Answer all questions in the Dealbreaker section. Kindly do not reach out directly to our clinic to follow up. Only those selected for the next stage of hiring will be contacted.

Pay: From $23.00 per hour

Expected hours: 15.0 – 20.0 per week

Benefits:

• Flexible schedule

Application question(s):

• How does your schedule lend itself to the on-call nature of this role?
• Many of the tasks are independent and remote. Describe how you can ensure that tasks will be handled independently until completion?
• Which area of the GTA do you reside?
• What days are you available to work remotely?
• Do you speak at an advanced conversation English?
• Can you work onsite on every Thursday from 7:30AM-2:00PM?
• If you are not a Canadian Citizen/Permanent Resident, please indicate your immigration status?
• This role requires advanced English communication skills for explaining medical procedures and policies.“How would you rate your English proficiency? (e.g., professional, fluent, native-level)

Work Location: Hybrid remote in Toronto, ON M4W 1J5