Medical Office Administrator jobs in Newmarket, ON

Position: Aurora-Newmarket Family Health Team (ANFHT) Administrator

Qualifications: Appropriate education and relevant experience

Reporting to: ANFHT Executive Director

Governing Body: Board of Directors

Revision Date: October 5, 2026

Job Summary:

The Administrator will play an integral role in the success of the Aurora-Newmarket Family Health Team (ANFHT) whose primary function is to work collaboratively with the members of the ANFHT.

The Administrator position encompasses the primary areas outlined below:

· Oversee and direct team members on tasks and assignments as necessary and in coordination with the Executive Director

· Monitor team members’ attendance; work with the Executive Director and Administrative Assistant to ensure coverage and re-arrange duties of team members during vacation planning and absences.

· Oversee vaccine ordering, storage and handling in accordance with Public Health requirements.

· Support all Inter-Health Professionals with offices’ programs and services.

· Collect and report statistical data from programs and services to the Quality Health Patient Safety Committee (QHPSC), the Board of Directors, ANFHT Team Members, and Ontario Health.

· Support day-to-day operations, IT and office troubleshooting in coordination with Administrative Assistant.

Education and Qualifications:

· Diploma or certificate in a Medical or Business Administration program an asset

· 3 years work experience in an administrative position, preferably in a health care organization

· Understanding of the Ministry of Health and Long Term Care/Ontario Health an asset

· Familiarity with a MAC OS Environment an asset

· Excellent customer service skills

· Excellent Information Technology skills, including proficiency in computer applications: Windows, Microsoft Office, EMR (preferably Telus Health), OceanMD

· Understands the working and maintenance of all office equipment including (but not limited to) computers, printers, scanner, fax, photocopier, label makers, telephone system, AV Equipment

· Excellent written and verbal communication skills

· Valid Driver’s Licence and access to a vehicle is required (compensated for mileage)

Roles & Responsibilities:

· Maintain current working knowledge of the Aurora-Newmarket FHT policies and procedures

· Keep up to date with organizational events, policies and changes both internally and with our community partners

· Participates and conducts meetings with the Executive Director to update and plan improvements to office workflow and functionality, including teams’ rotation schedule

· Assist the Executive Director and all Physicians in ensuring administrative and operational needs are being met

· Keep up-to-date on the workings of our secure online messaging and booking platform OceanMD, aiding Clinicians with schedule changes, troubleshooting any errors, and liasing with technical support as necessary.

· Coordinate and oversee the gathering of statistical data for reports to the Executive Director, Primary Care Practitioners, Board of Directors, QHPSC, and Ontario Health.

· Organize administrative support for the day to day operations of the FHT, provide help with any area of FHT as needed in coordination with the Adminstrative Assistant

· Train and guide new team members in coordination with the Administrative Assistant

Roles & Responsibilities continued:

· Maintain and update the ANFHT website and social media accounts to ensure accuracy, programs & services promotion.

· Attend any meetings as requested or required

· Support Quality Improvement Initiatives in coordination with Quality Improvement Decision Support Specialist (QIDSS), biweekly and as needed meetings with QIDSS. Participate on the Quality Health and Patient Safety Committee.

· Participate and provide input during the recruitment process to ensure the Executive Director is supported

· Participate in continuing education/professional development opportunities

Billing Roles and Responsibilites:

· Responsible for MOH/OHIP medical billing

· Liaison with MOHLTC for billing inquiries/issues, as needed

· Claims submissions and corrections/re-billing, monthly processing of remittance advise and accounts receivables

· Onboarding and offboarding of physicians/locums

· Basic knowledge of uninsured services to help provide back-up support to the Administrative Assistant as needed

Team Development:

· Contribute to the efficient functioning of the organization and the attainment of goals

· Promote awareness of the ANFHT services and programs

· Uphold a positive job attitude; maintaining a safe and healthy work environment

· Demonstrate a willingness to assist others in a team-centered environment by working collaboratively and supporting all team members

· Demonstrate flexibility in accomplishing tasks

· Participation in North York South Simcoe OHT projects

Skills and Abilities:

· Ability to assess urgency of concerns and multi-task

· Courteous, empathetic

· Excellent communication skills by utilizing the appropriate methods and styles of communication

· Excellent organizational, interpersonal, and leadership skills

· Problem solving skills

· Data analysis

· Working knowledge of EMR system (Telus Health)

· Demonstrated ability to work with a team and work independently

· High degree of accuracy and attention to detail

General Accountabilities:

· Quality of Care, patients are to be treated with professionalism and empathy at all times, during all situations

· Participates in ensuring that all patients are seen in a timely and caring manner, communicate and deal with patient concerns

· Respect

· Support all team members to ensure a cohesive, positive working environment

· Open and prepare office for daily operations

· On-call when required, after hours/weekends for projects and office changes

Communications Skills:

· Expresses self clearly & concisely – both written & verbal

· Listen & respond effectively, be open and non-judgmental

· Open door working relationship with the Adminsitrative Assistant and Executive Director

Confidentiality of Information:

· Ensures adherence to the freedom of information act and protection of privacy (as outlined in PHIPA)

· Exercise reasonable care with caution in protecting confidential and sensitive information related to patients and personnel

· Exercise current and continued knowledge of PHIPA

The Aurora-Newmarket Family Health Team is committed to an inclusive, barrier-free recruitment process. Appropriate accommodations will be made available in all aspects of the recruitment, selection and/or assessment process to applicants with disabilities. If you require any accommodations for equal participation in the application, interview or selection processes, kindly contact us and we will endeavor to provide a suitable accommodation in a manner that takes into account your individual accessibility needs.

We will only reach out to candidates selected for the next stage of the process.

Pay: $50,000.00 per year

Benefits:

• On-site parking
• Paid time off

Experience:

• Administrative experience: 3 years (preferred)

Work Location: In person