Administrative Assistant

Couchiching Family Health Team; Canada; On-site; CAD 38,000 - 54,000; Full time

Job summary

Couchiching Family Health Team is seeking an Administrative Assistant (1.0 FTE with benefits) to support a multidisciplinary primary care team. You will handle scheduling, patient flow, chart maintenance and coordinate communications to ensure efficient clinic operations and high-quality patient care.

The role emphasizes equity, anti-oppressive practice, and confidentiality while supporting the interdisciplinary team, including Nurse Practitioners and Primary Care Providers, in a busy primary

Qualifications

• Post-secondary diploma in Medical or Business Administration preferred.
• Certificate in medical terminology an asset.
• Ability to work evenings and weekends if required.

Responsibilities

• Provide administrative support for scheduling, reception, chart maintenance, and general coordination.
• Support daily patient flow and clinic operations to ensure efficient day-to-day activities.
• Assist Nurse Practitioners and Primary Care Providers with administrative needs.
• Coordinate patient communication, reminders, rescheduling and follow-up.
• Manage internal referrals and support timely patient access to care.
• Maintain accurate EMR documentation, data entry, and reporting as required.
• Coordinate meetings and clinic logistics, including scheduling and preparation.
• Provide coverage across administrative functions during absences or peak times.
• Oversee supply ordering and ensure adequate office inventory.
• Prepare and gather information for MOHLTC monthly reports.
• Maintain confidentiality per applicable privacy laws.

Skills

Microsoft Office

Communication

Team collaboration

Cultural responsiveness

Independent work

Organizational skills

Meeting coordination

Attention to detail

Judgment

FH Team knowledge

Education

Post-secondary diploma in Medical/Business Administration

Medical terminology certificate

Tools

Telus PS Suite

EMR

Job description

HOOPP: The CFHT is a participating employer of the Healthcare Ontario Pension Plan ("HOOPP").

Couchiching Family Health Team

Position: Administrative Assistant (1.0 FTE with benefits) Reports To: Program Manager

Position Summary

The Administrative Assistant is an integral member of the Family Health Team (FHT), providing administrative support to ensure the efficient operation of the primary care office environment and advancement of the organization’s vision, mission, and goals. The role supports an interdisciplinary team, including Nurse Practitioners and Primary Care Providers, through a range of organizational and communication-related tasks that contribute to effective clinic operations and service delivery. The Administrative Assistant applies an anti-oppressive, equity-informed lens in supporting a diverse patient population, including individuals facing systemic barriers. This position may require flexible availability, including evenings, nights, and weekends as needed.

Why Join Us

Join a collaborative primary care team environment where you will directly support an interdisciplinary team in delivering accessible, patient-centred care. Be part of a progressive organization committed to improving access, coordination, and continuity of care in alignment with Ontario Health’s Primary Care for All initiative.

Roles and Responsibilities

• Provide administrative support to primary care office operations and patient flow, including scheduling, reception, chart maintenance, and general coordination


• Support daily patient flow and clinic activities, ensuring efficient movement through the office and smooth day-to-day operations


• Support Nurse Practitioners and Primary Care Providers with administrative workflow needs


• Coordinate patient communication, including appointment reminders, rescheduling, and follow up


• Manage internal referrals and support timely patient access to care


• Maintain accurate EMR documentation, data entry, and support reporting as required


• Coordinate meeting and clinic logistics, including scheduling, preparation, and group support when required


• Provide coverage across administrative functions during absences, peak times, and vacations


• Supply ordering


• Coordinate, generate and oversee the gathering of monthly information for reports to MOHLTC


• Maintain current knowledge of policies and procedures


• Maintain confidentiality in accordance with the Municipal Freedom of Information and Protection of Privacy Act by exercising a high level of care in protecting confidential and sensitive information of clients, their families, personnel and the FHT organization


• Work in compliance with Health and Safety laws adhering to safe work practices and procedures established by the CFHT


• Other duties as required

Skills/Knowledge Requirements

• Advanced proficiency in Microsoft Office, internet research, and electronic medical record (EMR)


• Works well in a team environment and works collaboratively with all team members including


• Well developed communication skills, written and spoken


• Demonstrated knowledge of culturally responsive practice, ability to work across difference and experience, supporting equity-deserving clients


• Ability to work independently with minimum supervision


• Ability to coordinate information and documentation for meetings and events, including meeting support


• High degree of accuracy and attention to detail


• Exercises good judgment and shows a willingness to take on new challenges


• Demonstrate strong organizational skills with the ability to prioritize and maintain a variety of activities


• Knowledge of the Family Health Team model an asset

Education/Specific Job Requirements

• Post-Secondary school diploma or degree in Medical Administration or Business Administration an asset


• Certificate in medical terminology an asset


• Ability to work evenings and weekends, if required


• Experience with the EMR system - Telus PS Suite, is an asset


• It is a condition of your employment that you receive the necessary vaccinations to protect against infection of COVID-19, or any similar infectious diseases, which may be recommended by governmental and public health authorities from time to time.

Experience

• Three to five years administrative experience in a health care setting

Additional Information

The Couchiching Family Health Team supports diversity, equity and a workplace free from harassment and discrimination. The CFHT is committed to an inclusive, barrier-free recruitment and selection process and workplace. If you are contacted to participate in our recruitment process, please advise the interview coordinator of any accommodations. The CFHT has an Accommodation Policy and Procedure to ensure you have access to a fair and equitable process. While we thank all applicants, only those contacted for an interview will be acknowledged.