Medical Administrative Assistant

The CReATe Fertility Centre; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading healthcare center in Toronto is seeking an Administrative Assistant to ensure the efficient operation of the reception area and provide excellent customer service to patients. The role involves handling inquiries, managing appointments, and performing general administrative tasks. Ideal candidates will have strong communication skills, the ability to multitask, and a background in office administration. This full-time position offers a supportive work environment and various benefits.

Benefits

Company pension

Dental care

Extended health care

On-site parking

Paid time off

Qualifications

• 1-3 years' experience in an office setting.
• Good oral and written communication skills.

Responsibilities

• Answer general phone inquiries and greet patients professionally.
• Manage office supplies and assist in training new staff.
• Book and confirm patient appointments.

Skills

Communication

Multitasking

Teamwork

Decision Making

Education

Post-secondary education in administration

Job description

Administrative Assistant

Job Description: To ensure operating efficiency of the reception area during regular business hours and support the work of management and other staff. To provide good customer service for patients by identifying and exceeding their expectations for quality health care service.

Duties and Responsibilities

1. Reception

• Answer general phone inquiries using a professional and courteous manner
• Direct phone inquiries to the appropriate staff members
• Reply to general information requests with accurate information
• Greet patients, suppliers, and visitors to the organization in a professional and friendly manner

1. General Administrative Services

• Forward voicemail from the general mailbox to the appropriate department/staff member, ensuring emergencies are dealt with promptly
• Sort incoming mail, faxes, and courier deliveries for distribution
• Prepare and send outgoing faxes, mail, and courier parcels
• Sort lab reports and file materials according to established procedures
• Manage inventory, purchase, receive, and store office supplies to ensure basic supplies are always available
• Participate in training new staff

1. Administrative Services for Patients

• Call referred patients to book and/or confirm appointment dates and times
• Send out appointment confirmation letters
• Enter new patients into VP/eIVF system
• Check out new patients and instruct them on how to prepare for SONO/SALP
• Assemble new patient charts
• Book counseling appointments
• Bill outpatients for procedures and medications
• Ensure sign-up sheets and all Andrology procedure labels are prepared for the next day's activities

Qualifications

• Post-secondary education in administration, business, or office management is an asset
• 1-3 years’ experience in an office setting
• Good oral and written communication skills
• Strong administrative and basic computer skills
• Ability to multitask and stay calm under pressure
• Self-directed, motivated, and compassionate
• Able to function well within a team environment
• Ability to assess situations to determine importance, urgency, and risks, making timely and well-informed decisions

Working Conditions

Monday to Friday, with weekends and holidays as scheduled.

Job Types: Full-time, Permanent

Pay: From $20.00 per hour

Benefits

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

Schedule

• Monday to Friday
• Weekends as needed

Experience

• Medical Administrative: 3 years (required)

Work Location: In person