Bilingual Medical Secretary

South-East Ottawa Community Health Centre; Ottawa; On-site; CAD 42,000 - 51,000; Full time

Job summary

A community health organization in Ottawa seeks a Medical Secretary to provide administrative support and patient reception. The ideal candidate is bilingual in English and French, with experience in office administration and strong communication skills. This role is essential for ensuring a positive experience for patients, particularly those from underserved populations. The salary range is $42,169.40 - $50,213.80 and includes excellent benefits.

Benefits

Generous leaves

Extended Health & Dental coverage

Professional development opportunities

Participation in the HOOPP pension plan

Qualifications

• Two years' experience in office administration or Health/Social Services is an asset.
• Ability to maintain confidentiality and privacy concerns.
• Experience with electronic scheduling and records management is preferable.

Responsibilities

• Welcome and assist patients in English and French.
• Schedule and coordinate appointments using an EMR system.
• Maintain accurate medical records while ensuring confidentiality.

Skills

Communication skills

Customer service

Office management

Team collaboration

Problem-solving

Bilingual (English and French)

Education

Post-secondary training in office management or medical secretarial

Tools

EMR systems (ideally PS Suites)

Word processing

Spreadsheets

Job description

The South-East Ottawa Community Health Centre (SEOCHC) is a community-based organization that has provided integrated, interdisciplinary team-based care for over 40 years. Our mission is to make a positive difference in the lives of people who face inequities – by providing accessible community health and social services.

SEOCHC’s Preventative Care & Wellness Clinics for Priority Populations is an innovative program designed to provide accessible, equitable and high-quality care to our community. At the heart of our mission is a commitment to servicing vulnerable populations, including newcomers, members of the African, Caribbean and Black (ACB) community, LGBTQIA+ individuals and other underserved groups.

Overview

The Medical Secretary provides administrative and clerical support to ensure the effective operation of the health centre. Responsibilities include patient reception, appointment scheduling, record keeping, and administrative support for healthcare providers. The ideal candidate is professional, adaptable, and highly organized, with strong communication skills and a commitment to patient-focused service in a fast-paced clinical environment.

This is a bilingual position.

Key Responsibilities

• Welcome and assist patients in English and French (other languages an asset), providing clear information with empathy and cultural sensitivity.
• Support clients with registration and filling in intake forms.
• Schedule and coordinate appointments, referrals, and provider calendars using EMR system.
• Maintain accurate medical records and handle all communications while ensuring confidentiality.
• Support healthcare providers with charts, forms, and administrative tasks.
• Collaborate with team members to ensure smooth clinic operations and a positive work environment.
• Address patient concerns with professionalism, applying conflict resolution and problem-solving skills.
• Manage office organization, supplies, and data entry while prioritizing tasks in a fast-paced environment.
• Other duties as assigned.

Qualifications

• Post-secondary training and/or experience in office management, medical secretarial or a related program.
• Two years’ experience in office administration; Health/Social Services experience an asset
• Exceptional communication and customer service skills including telephone etiquette, cultural awareness and ability to work with complex patients.
• Highly collaborative. Strong team based interpersonal skills, ability to share work and respond with agility to competing demands and tasks.
• Ability to diffuse anxiety and conflict and handle heated situations with common sense.
• Compassionate, strengths-based approach to working with marginalized populations.
• Highly productive. Able to handle large workloads and move through it.
• Strong ability to multi-task, prioritize and manage time. Flexible, adaptable and able to anticipate problems and address them before they become issues.
• Independent and able to take initiative as well as direction. Uses good judgement and escalates issues where necessary.
• Able to build strong relationships with health care providers by learning their working style and grasping what is required to do the administrative tasks independently.
• General knowledge of medical terminology and an understanding of client confidentiality and privacy concerns.
• Proficiency in Word, spreadsheets, database, electronic mail and data entry.
• Ability to learn and function in an EMR, ideally PS Suites.
• Ability to work in English and French, Somali and/or Arabic an asset
• Proficiency in word processing (min. 50 wpm), data entry, electronic scheduling, records management, electronic medical systems.
• Excellent communication and interpersonal skills, including conflict resolution and problem solving.
• Proven teamwork skills.
• Ability to work flexible hours (two evenings and one weekend day a week)

Location(s)

• 600-1355 Bank Street
• 22 – 1485 Heatherington Road
• Various Community Events

Salary

• $42,169.40 - $50,213.80

Benefits for Full-time Employees

• The Centre offers excellent employee benefits including generous leaves as well as Extended Health & Dental coverage.
• Opportunities for professional development.
• The Centre participates in the Healthcare of Ontario (HOOPP) pension plan.

The Centre is committed to employment equity. SEOCHC will provide accommodation for applicants with disabilities in its recruitment process. If at any stage in the selection process you require accommodation due to disability, please let us know the nature of the required accommodation.

We strongly encourage applications from individuals who reflect the diversity of the communities we serve, including but not limited to Indigenous Peoples, racialized persons, members of the 2SLGBTQIA+ community, persons with disabilities, and others with lived experience of systemic barriers to equity.