Medical Office Secretary jobs in Oakville, ON

Maple Villa is an independent 93-bed licensed long-term care home located in Burlington, Ontario. Maple Villa is fully accredited by Accreditation Canada and has been providing quality resident and family-focused care since 1971. We continually strive to make a difference, to provide Person and Family-centered care and provide services where safety is a priority.

Our interdisciplinary team are committed about the care for our residents, staff, families and volunteers and are consistently reflecting on practices and areas of improvement to provide exceptional, individualized, culturally competent care to our residents and maintain a strong and dedicated health care team.

We are opening a new Home in January 2027 that will support 256 residents in our community! The new Maple Villa is located on Palladium Way in north Burlington.

Position Summary

Reporting to the Director of Nursing – Quality & Standards, the Unit Clerk will provide administrative support for the Nursing units and offices, while ensuring efficient office practices. This position provides the initial contact representing the Home’s mission, vision and values to residents, families, staff and all other visitors. Maintains confidentiality of all financial, personnel and resident data while assisting the Nursing offices. Implements a culture focusing on resident and team member experience where we embrace “Better Living” by creating communities where ALL residents, families and staff thrive.

Core Competencies

· Accountability/Dependability

· Adaptability/Flexibility

· Communication

· Continuous Learning

· Customer Service

· Decision Making

· Integrity

· Leadership

· Planning and Organizing

· Problem Solving

· Results Orientation/Initiative

· Teamwork

· Technical Credibility

· Accuracy/Attention to Detail

· Computer Literacy / IT Proficiency

Qualifications

· Post-Secondary diploma in Medical Secretary, Business Administration or equivalent work experience

· Minimum Grade 12 education

· Strong computer skills; including Word, Excel, Google Apps, experience with scheduling, time and attendance software/HRIS systems an asset

· Proven ability to work collaboratively and communicate effectively with individuals at all levels of the organization

· Excellent organizational skills and effective attention to detail and a high degree of accuracy

· Strong problem resolution skills with an aptitude to make decisions using sound judgment

· Flexibility to meet workload demands

· Experience scheduling within the limitations of a collective agreement an asset

Hours

● Available 7 days a week

● Flexible hours including alternating weekends

Main Duties and Responsibilities

• Clerical support to the Nursing department including: some filing, charting vitals, weights and the like, photocopying, shredding, word processing, general correspondence, report writing, answering phone, transferring calls, taking messages, maintaining supply inventories
• Assistance with completion of schedules and staff assignments and arranging for call-ins to ensure proper and approved staffing levels are maintained at all times, according to policies and Collective Agreements as applicable in the absence of the staffing coordinator
• Maintenance of adequate files for the administration of the Home as assigned by Director of Nursing (DON) or designate including medical records, charts, nursing forms and reports
• Thinning charts, preparing charts for new admission
• Assistance with scheduling, coordinating and processing staff applications and interviews
• Coordinating and preparing for visits by the Lab, x-ray and other professional services and resources
• Scheduling and coordinating care conferences and other meetings. Preparing for quarterly pharmacy reviews
• Process Ontario Health atHome applications and tracking sheets as directed by the DON or designate
• May be involved in completion of Admission Agreements/review of services with resident and/or family member
• Maintain inventory and prepare order of clinical supplies for DON or designates approval
• Maintain records for water, air and refrigerator temperatures
• May sort and deliver mail to residents
• Request repairs when necessary
• Schedule resident appointments and transportation as required in conjunction with the Business Manager
• Prepare and/or arrange for the printing of nursing forms and supplies as required
• Maintain filing room and “old” files for discharged/deceased residents
• Arrange for the destruction of health records at appropriate times
• Participate in the quality process and on-going activities

· Participate in Risk Management process

• Maintain a safe work environment
• Inform supervisor/manager of high-risk issues
• Ensure appropriate action related to high-risk issues
• Assume additional responsibilities as may be directed by the DON or designate from time to time
• Must actively participate in ongoing educational opportunities
• Protects own health and the health of others by adopting safe work practices, reporting unsafe working conditions immediately and attending all relevant in-services regarding Occupational Health and Safety
• Champion diversity, equity and inclusion initiatives that create a psychologically safe environment for residents, staff and others

The duties and responsibilities outlined above are representative but not all-inclusive.

Special Demands

Behavioural:

· Participates as team player and cooperates with other departments

· Must possess patience and tact when dealing with residents’ needs, their families, constituents and dealing with multiple demands at one time

· Must be organized and able to set priorities

· Must have genuine interest in the care of the elderly and vulnerable adults

Ethical:

· Practices in a professional manner

· Commits to fostering an inclusive and welcoming environment

· Values diversity and respects the rights of individuals regardless of background, identity or experience

· Demonstrates honesty and integrity in all work dealings

· Maintains confidentiality

Working Conditions

Physical Effort:

Long periods of sitting

While performing deskwork – writing, typing and using computers

Frequent walking, turning, bending, stretching while doing various office tasks

Finger and hand dexterity

Using equipment

Sensory Attention:

Reading

Reports, mail, memos, constant flow of paper information

Listening

Telephone, equipment noises, interviews and consultations

Concentration

Many interruptions

Writing

Office reports, minutes, memos, accounting, letters

Visual

Computer, accounting equipment

Mental Stress:

Peacekeeping role

Residents, families, health care providers

Expectations

Meeting daily workload within time allotted.

Public Relations

With community groups, residents, families, staff and interagency relations

Unpredictability of events

Crisis intervention

Occupational Risks:

Exposure to chemicals, infections

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This is a new position within Maple Villa Long-Term Care Centre.

Maple Villa LTCC may use artificial intelligence (AI) tools to support certain aspects of the recruitment process. AI does not make hiring decisions on behalf of Maple Villa. All hiring decisions are reviewed and made by members of our team.

Maple Villa Long Term Care Center is an equal opportunity employer and accommodations are available upon request for applicants with disabilities throughout the recruitment process. Should you require an accommodation, please let us know.

Pay: $42,900.00-$46,436.34 per year

Benefits:

• Dental care
• Extended health care
• On-site parking
• Paid time off

Application question(s):

• Do you have a post-Secondary diploma in Medical Secretary, Business Administration or equivalent work experience?

Experience:

• Customer service: 1 year (preferred)

Work Location: In person