Medical Office Administrative Assistant jobs in Etobicoke, ON

TORONTO GRACE HEALTH CENTRE

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Administrative Assistant

Temporary Full-Time (approximately 3 months)

Pay Rate: $27.53/HR - $32.88/HR

The Toronto Grace Health Centre (TGHC) provides specialized care and services to those individuals who require Complex Continuing Care, Post-Acute Care Rehabilitation, Palliative Care, and Transitional Care. The care and services provided at TGHC help facilitate patient flow through the health care system and ensure recovery for those individuals who may return to their homes or to Long Term Care (LTC) facilities in their communities. TGHC operates in 3 sites – the Main site (Church & Bloor St), Harbour Lights, and a Specialized Care Centre (Victoria Park & McNicoll. We are seeking a collaborative professional for a temporary full-time opportunity to contribute to our purpose and values – the Administrative Assistant, Outpatient Clinic - who is passionate about making a meaningful difference in the lives of patients and families. At Toronto Grace, we live our values in all that we do and value our dedicated staff, volunteers, and physicians.

The outpatient clinic serves 10-15,000 visits per year and currently encompasses rheumatology, respirology, geriatrics, penicillin allergy testing, psychotherapy, and spasticity, and is served by 15 physicians. This position is located at our 650 Church Street site and is a temporary full-time position for a period of approximately 3 months.

Position Summary:

We are seeking an experienced administrative assistant who possesses well-developed communication, interpersonal, organizational and office software skills to work with our Outpatient Clinic staff and clients.

Responsibilities:

• Manage front desk operations, including receiving patient arrivals, answering phone calls, scheduling appointments, and handling inquiries,
• Create demographics and enter necessary data prior to appointments
• Create and manage diagnostic imaging appointments. Send completed notes to referring physicians, faxing referrals for specialists.
• Book new and follow-up appointments for clinic visits and for diagnostic imaging services; making reminder calls to patients and filling in cancellations at short notice
• Generate schedules of physician availability; integrating client and appointment information in an efficient manner
• Communicate with billing agents, providing needed information
• Create new users within our electronic medical record when new team members join
• Faxing record requests and referrals to other practitioners in patient circles of care
• Other administrative and clerical work and support as needed and ad-hoc tasks as required

Minimum Qualifications:

• Successful completion of a diploma/certificate from an accredited college or equivalent, Medical Secretary / Unit Clerk program preferred
• Minimum of 3 years’ administrative support experience, ideally in a healthcare office setting
• Prior working experience with subspecialty clinics, especially rheumatology, respirology, and geriatrics, a definite asset
• Strong written and oral communication skills and demonstrated ability to collaborate and communicate effectively with patients, team members and other stakeholders.
• Proven organizational, time management and problem-solving skills with exceptional attention to detail
• Excellent critical thinking skills and agility to anticipate and resolve administrative issues in a timely manner
• Demonstrated courteous, calm and supportive customer service approach and the ability to convey clear information ensuring understanding, especially when communicating patient education and appointment instructions over the telephone or with customers who are not tech-savvy
• Navigating multiple electronic systems and communication platforms while maintaining accuracy and efficiency in a fast-paced outpatient setting
• Proficiency with outpatient electronic medical records (e.g. Avaros, OSCAR, Velox, Cerebrum or Avaros experience a plus).
• Proficiency with technology and multiple platforms (Excel, Outlook, SharePoint), and other programs as required (e.g. Cliniconex, CHIME, RingCentral, OCEAN eReferrals and patient surveys).
• Ability to take direction and work effectively independently and as part of a team when required.
• Maintain patient confidentiality adhering to privacy policies when managing patient information

Qualified candidates may apply to:

To apply for this exciting career opportunity, please apply to https://www.torontograce.org/work-volunteer/working-at-tghc/careers-tghc-2/. Please visit our website to learn more about the rewards of building a career at the Toronto Grace Health Centre: www.torontograce.org. We are a “Great Place to Work.” Toronto Grace Health Centre is committed to inclusive and accessible employment practices. If you require accommodation during any stage of the recruitment process, please notify the Human Resources Department.

The Salvation Army Toronto Grace Health Centre has been accredited with a 4-year Commendation in 2025 by Accreditation Canada.

This is a vacant position.

Our Core values: Compassion, Collaboration, Excellence, Integrity, and Innovation

Thank you for your interest in the Toronto Grace Health Centre. Please note that only candidates selected for an interview will be contacted.

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