Job Summary
We are seeking a proactive, reliable, and highly organized Medical Administrative Assistant / Personal Assistant to provide administrative support within a busy medical clinic.
The successful candidate will assist with physician scheduling, patient appointments, correspondence, referrals, documentation, general office administration, and day-to-day organizational tasks.
The ideal candidate is professional, detail-oriented, trustworthy, and able to manage multiple priorities efficiently while maintaining strict confidentiality of patient and business information.
Duties and Responsibilities
- Manage physician calendars, appointments, meetings, and schedules using Microsoft Outlook and Google Calendar.
- Book, confirm, reschedule, and coordinate patient appointments.
- Answer incoming telephone calls professionally, respond to routine inquiries, take detailed messages, and direct calls appropriately.
- Manage emails, correspondence, faxes, referrals, forms, and other incoming clinical documentation.
- Scan, upload, organize, and maintain patient documents within the electronic medical record (EMR).
- Maintain accurate patient demographic and administrative information.
- Assist physicians with administrative tasks, documentation, and clinic organization.
- Communicate professionally with pharmacies, specialists, hospitals, laboratories, imaging centres, and other healthcare providers.
- Prepare, format, proofread, and organize letters, reports, forms, and other correspondence.
- Maintain organized electronic and physical filing systems.
- Perform accurate data entry using Microsoft Office, Google Workspace, and clinic software.
- Assist with basic bookkeeping, invoicing, expense tracking, and financial record keeping using QuickBooks, where required.
- Assist with OHIP billing and related administrative duties, where applicable.
- Use DocuSign and other electronic systems for document processing and approvals.
- Greet patients and visitors professionally and assist with front-desk operations when required.
- Monitor office supplies and support the smooth day-to-day operation of the clinic.
- Assist with personal and administrative tasks for the physician as required.
- Support special projects and other reasonable administrative duties as assigned.
- Maintain strict confidentiality and comply with PHIPA and all applicable privacy requirements.
Qualifications and Skills
- Previous experience as a Medical Administrative Assistant, Medical Office Assistant, Personal Assistant, Executive Assistant, or in a similar administrative role is preferred.
- Experience working in a medical clinic or healthcare environment is an asset.
- Familiarity with electronic medical record (EMR) systems is an asset.
- Knowledge of OHIP billing is an asset.
- Excellent organizational and time-management skills.
- Strong verbal and written communication skills.
- Professional and courteous telephone manner.
- Strong attention to detail and accuracy.
- Proficiency with Microsoft Word, Excel, Outlook, and Google Workspace.
- Experience with QuickBooks is an asset.
- Familiarity with DocuSign, printers, scanners, and standard office equipment.
- Ability to prioritize tasks and work effectively in a busy, fast-paced environment.
- Ability to work independently and use good judgment.
- Ability to learn new software and systems quickly.
- Must be reliable, punctual, professional, discreet, and trustworthy.
- Strong commitment to maintaining patient confidentiality and sensitive business information.
We are looking for an energetic and dependable professional who takes pride in providing excellent administrative support and contributing to an efficient, welcoming, and well-organized medical clinic.
Pay: $22.00-$28.00 per hour
Benefits:
- Flexible schedule
- On-site parking
Work Location: In person
