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Medical Office Administration jobs in Oshawa Harbour, ON

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    • Keep the office stocked, tidy, and running smoothly each shift.
    • This role is ideal for someone who takes pride in working independently, exercises strong…
    • Ensure accurate documentation and recordkeeping for both medical and financial operations.
    • Ensure that all immigration-required services (medical exams, labs,…
    • Previous experience in a medical office or dental office setting is preferred.
    • This position requires strong administrative skills, familiarity with medical…
    • We are seeking a dedicated and experienced Medical Office Manager to oversee the efficient operations of our medical practice in Ontario.
    • Excellent knowledge of MS computer applications and other office related software.
    • Employment Status: Temporary Full-Time - Leave Coverage.
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    • Strong working knowledge of electronic medical records.
    • We are looking for an experienced Medical Office Assistant who brings strong judgment, accuracy, and…
    • Able to operate office equipment such as computers, telephones, and facsimile machines.
    • Company-paid benefits (medical/dental/vision/employee assistance plan).
    • Conducting investigations of workplace medical aid or loss time incidents or as directed by the HSE Manager.
    • Perform functions associated with but not limited…
    • Employment Status: Permanent, Full-Time.
    • Position Reports To: Interim Director EPESI.
    • Salary Range: Annualized salary range $65,000 - $75,000 commensurate on…
    • Excellent knowledge of MS computer applications and other office related software.
    • Assist clients with needed paperwork such as applications for birth…
    • Excellent knowledge of MS computer applications and other office related software.
    • Assist clients with needed paperwork such as applications for birth…
    • Previous experience working in a medical office setting is preferred.
    • As a Medical Office Assistant, you will play a crucial role in providing administrative…
    • Maintain inventory of medical supplies.
    • Process referrals, requisitions, and medical forms.
    • The Administrative Assistant / Health Care Assistant provides front-…
    • Proficiency in computers, email correspondence, scheduling, and general office administration.
    • Previous administrative experience is required, preferably in a…
    • Looking for an experienced Dental Office Coordinator.
    • Must have minimum 5 years experience in a senior role with account management, bookings, insurance and…
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Job Post Details

Clinic Coordinator
Newcastle Counselling Services
Newcastle, ON
$20–$24 an hour
Part-time, Permanent
Apply now

Job details

$20–$24 an hour
Part-time, Permanent
Newcastle, ON

Full job description

About the Role

Newcastle Counselling Services (NCS) is a warm, client-centered private psychotherapy and social work practice in Newcastle, Ontario. We're looking for an organized, self-directed Clinic Coordinator to be the administrative backbone of our clinic.

This role is ideal for someone who takes pride in working independently, exercises strong professional judgment, and genuinely cares about creating a welcoming experience for clients navigating mental health support.

Quick Facts

  • Location: Newcastle, ON (in-person)
  • Type: Part-time (18 hours/week with option to increase over time)
  • Reports to: Clinic Director
  • Start date: December 26/January 27
  • Wage – $20-$24/hr

What You'll Be Doing

Client Services

  • Greet clients warmly and manage front desk interactions in person and by phone
  • Schedule, confirm, and manage appointments
  • Handle client inquiries with empathy and professionalism
  • Troubleshoot client and therapist technical issues across platforms
  • Maintain strict client confidentiality in all interactions

Billing & Insurance

  • Process client billing and insurance claims
  • Maintain accurate billing records
  • Follow up on outstanding invoices and insurance payments

Office Operations

  • Keep the office stocked, tidy, and running smoothly each shift
  • Organize and maintain physical and digital files
  • Manage the website and ensure content is current

Social Media & Marketing

  • Schedule and publish weekly social media content across NCS platforms
  • Create posts and graphics
  • Support marketing initiatives and community outreach as directed

Staff & Administrative Support

  • Support onboarding of new therapists
  • Complete end-of-month reporting from
  • Provide flexible, proactive support to the clinic director
  • Handle sensitive situations — client distress, disputes, complaints — with calm and professionalism

What We're Looking For

Required

  • Strong organizational skills and attention to detail
  • Professional, empathetic communication — written and verbal
  • Ability to handle sensitive and confidential information with discretion
  • Comfortable working independently with minimal supervision
  • Computer proficiency – Google Workspace and ability to learn new platforms efficiently
  • Reliable, punctual, and able to follow detailed procedures
  • Problem solving skills

Assets (Nice to Have)

  • Experience with Jane App, Squarespace,
  • Familiarity with insurance billing (SunLife, GreenShield, Telus Health eClaims)
  • Background in a healthcare, counselling, or social services setting
  • Experience with Canva, Squarespace, or social media management

Why Join NCS?

  • A small, supportive team culture built on warmth and respect
  • Meaningful work supporting clients accessing mental health care
  • Opportunity to grow into a trusted operational leadership role with increased hours
  • A clinic director who values your autonomy and professional judgment

How to Apply

Please send your resume and a brief cover letter to lisa@newcastlecounselling.ca. In your cover letter, tell us about a time you managed a complex task or situation independently — we'd love to hear how you approach challenges without needing step-by-step direction.

We thank all applicants for their interest. Only those selected for an interview will be contacted.

Pay: $20.00-$24.00 per hour

Expected hours: 18.0 per week

Work Location: In person

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