Medical Office Administrator

Harbour Health; Saint John; On-site; CAD 30,000 - 34,000; Full time

Benefits offered by this job

Extended health

LTD

Paid family needs days

Professional development opportunities

Three weeks vacation to start

Job summary

Harbour Health Partners is seeking a Medical Office Administrator to join our administrative team in Saint John, NB. The MOA will be the first contact for patients and support for providers, upholding privacy, accuracy, and friendly service.

The role features full-time hours (Mon-Fri, 7:45 a.m. to 5:30 p.m.), on-site work, and compensation of $22–$25 per hour with bi-weekly pay. Benefits include extended health, LTD, and professional development opportunities; three weeks vacation to start.

Qualifications

• Minimum 3 years of administrative experience in a busy, client-facing environment.
• Experience performing a range of administrative responsibilities beyond reception duties.

Responsibilities

• Welcome and check in patients, answer phones, schedule appointments.
• Monitor and action EMR tasks, faxes, documents, and patient requests.
• Maintain accurate electronic records including scanning and data entry.
• Support clinic flow by monitoring provider schedules and day-to-day operations.
• Process invoices, payments, and receipts for uninsured services.
• Maintain patient privacy and confidentiality; follow clinic policies.
• Assist with general office operations including opening/closing and supplies.
• Provide additional administrative support as needed.

Skills

Organizational skills

Time-management

Communication (verbal and written)

Multitasking

Attention to detail

Confidential information handling

Reliability / attendance

Team orientation

Independent work capability

Bilingualism

Education

Medical Office Administration diploma or certificate

Tools

EMR systems

Windows-based computer systems

Job description

Harbour Health Partners

Role: Medical Office Administrator

We are looking for a reliable Medical Office Administrator (MOA) to join our growing administration team. Our MOAs are the first point of contact for our patients and an important part of the support team for our providers. We are looking for someone who has a strong administrative foundation, takes pride in their work, is coachable, and wants to contribute to a team that cares deeply about the service and care we provide to our patients and to each other.

About us: Harbour Health Partners is a multi-physician primary care medical practice located in Millidgeville, in Saint John, New Brunswick. We have been a group practice since 2013 and currently have six practicing partners.

Our Mission: To be a medical home that patients can fully trust. This means that we are available, approachable, and provide safe, responsive, and science-based care.

Our Values:

• Community Needs Responsiveness
• Secure Skilled Staff
• Collaborative Team Based Approach
• Inclusive Safe Environment
• Education Focused
• Innovation

Seeking What Success in This Role Looks Like

A successful MOA at Harbour Health is dependable, professional, and engaged in their work. They learn and follow our processes, communicate effectively, work efficiently, pay attention to detail, problem-solve, and can be trusted to follow through on their responsibilities. Our team works to establish expectations for quality, communication, productivity, and timely completion of work. We regularly use data and quality improvement initiatives to help us learn, improve and evolve our processes. We value team members who are open to feedback, share ideas, and contribute to positive change as our practice evolves.

Position Overview:

• Employment: Full-time, 40 hours/week, Monday-Friday
• Schedule: Regular hours between 7:45 a.m.-5:30 p.m.; occasional evening/weekend availability, in office only/not remote
• Compensation: $22-$25/hour, commensurate with experience; paid bi-weekly
• Vacation: 3 weeks paid vacation to start, increasing with years of service
• Benefits: Extended health, LTD, paid family needs days, additional unpaid days, and professional development opportunities
• Staff must adhere to clinic privacy, confidentiality, and Public Health requirements, including applicable immunization recommendations.

The Person We Are Looking For

The ideal candidate is professional, caring, self-aware and adaptable, with the ability to balance competing priorities in a busy clinic environment. You should have:

• Strong organizational and time-management skills
• Strong written and verbal communication skills in English
• Experience managing telephone calls, scheduling, documentation and competing administrative priorities
• Confidence learning new software and electronic systems
• Accurate and efficient data-entry skills
• Good judgment and problem-solving abilities
• Experience handling confidential or sensitive information
• The ability to prioritize and transition between tasks efficiently
• The ability to follow established policies and procedures while exercising appropriate independent judgment
• A professional and welcoming approach when interacting with patients, colleagues and providers
• Reliability, including regular attendance and adherence to scheduled hours
• A team-focused and adaptable approach
• The ability to work independently and recognize what needs to be done

Experience & Education Required:

• Minimum 3 years of administrative experience, preferably in a busy, client-facing professional environment
• Demonstrated experience performing a range of administrative responsibilities rather than reception duties alone
• Strong proficiency with Windows-based computer systems and standard office technology
• Experience managing confidential information
• Demonstrated ability to multitask, prioritize and problem-solve

Assets:

• Previous experience in a medical office or other healthcare environment
• Medical Office Administration diploma or certificate
• Experience with Electronic Medical Record (EMR) systems
• Knowledge of healthcare administrative workflows such as requisitions, referrals, and results
• Bilingualism

Essential Daily Job Functions include, but are not limited to:

• Welcome and check in patients, answer phones, schedule appointments, and respond to patient and provider requests
• Monitor and action EMR tasks, faxes, documents, and incoming patient requests accurately and promptly
• Maintain accurate electronic records, including scanning, document management, and data entry
• Monitor provider schedules and support efficient day-to-day clinic flow
• Process invoices, payments, and receipts for uninsured services
• Maintain patient privacy and confidentiality and follow clinic policies and procedures
• Assist with general office and clinic operations, including opening/closing, supplies, and maintaining organized shared spaces
• Provide additional administrative and clinic support as needed within the scope of the role and following appropriate training
• A complete job description will be provided for candidates selected for interviews

Reference Requirement - Candidates selected for an interview will be asked to bring three professional references; personal references will not be accepted.

Employment Eligibility - This position requires the successful candidate to be legally authorized to work in Canada. At this time, the employer is unable to provide work authorization or sponsorship for this position. By submitting an application, candidates confirm that they meet these employment eligibility requirements and do not require employer sponsorship to accept employment in this role.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Harbour Health Partners

723 Millidge Avenue, Saint John, NB E2K 2N7, 506-645-8888