Medical Office Assistant, London HART Hub

cmhatv; London; On-site; CAD 92,000 - 119,000; Full time

Benefits offered by this job

HOOPP pension plan

9% in lieu of benefits

Job summary

Canadian Mental Health Association Thames Valley Addiction and Mental Health Services is seeking a Medical Office Assistant for the London HART Hub. The role provides essential administrative support to an inter-professional clinical team in a busy London, Ontario clinic.

You will handle reception, scheduling, documentation, and referrals in a compassionate, trauma-informed setting. The position offers a starting hourly rate of $25.30 with grid progression up to $32.64, a 70-hour biweekly

Qualifications

• PVSC completed within six months.
• 2+ years of experience in a medical/healthcare office setting.
• Demonstrated regular attendance.

Responsibilities

• Greet and direct clients to resources and/or services.
• Provide clinic reception in person and by phone.
• Handle all correspondence including email, fax and mail.
• Schedule and confirm patient appointments/tests/follow-ups and manage the clinic schedule.
• Provide administrative support and perform administrative duties.
• Manage client referrals.
• Enrol users in PS Suites and liaise for training/troubleshooting.
• Ensure accuracy of client documentation and update EMR.
• Analyze data to prepare reports and agendas.

Skills

Bilingual (English/French)

Customer service

Interpersonal skills

Time management

Record keeping

Medical terminology

Data privacy knowledge

Education

College Diploma in Medical Office Administration

Tools

EMR systems

Job description

Medical Office Assistant, London HART Hub

Specialized Admin (OPSEU) Full-Time, Contract (End Date: March 31, 2028)

This posting is the result of a current vacancy London, Ontario (London Zone) Application Deadline: September 28, 2026

The London HART Hub is a low barrier recovery-oriented space that aims to support individuals experiencing homelessness with mental health and addiction needs to improve their health and wellbeing. HART Hubs will support clients through access to high quality evidence informed care that is respectful, trauma-informed, culturally appropriate and compassionate in nature. It connects individuals with a continuum of care tailored to their needs by providing access to transitional supportive housing spaces where individuals can access a safe place to rest, obtain basic needs, health care, peer supports, employment and income supports, mental health and addiction services, and other services under one location. Individual units allow opportunities for autonomy and independence while accompanying support services ensure basic and personal needs are met while the individual works towards treatment, recovery and wellness.

The Medical Office Assistant, under the direction of the Manager, London HART Hub will primarily be responsible for administrative support to the inter-professional clinical team at the organization’s London HART Hub clinics. As a member of an interdisciplinary team, the Medical Office Assistant manages and shares as required information collected from clients with the appropriate inter-professional team members.

Consider revitalizing your career and making a difference in your community by joining our team!

WHAT WE'RE OFFERING:

• What you'll be making - Starting rate for this role is $25.30 per hour (Level 1 – Specialized Admin Grid):
  1. Successful external applicants will start at Level 1, with grid progression based on seniority up to Level 8, $32.64per hour
• When you'll work - 70 hours biweekly; Monday-Friday from 8:30am-4:30pm, with a 1-hour unpaid break
• Your pension plan – Immediately eligible for optional enrolment in the Healthcare of Ontario Pension Plan (HOOPP)
• What your benefits will be – 9% in lieu of benefits

HOW YOU WILLBE MAKINGA DIFFERENCE:

• Greet and direct clients to appropriate resources and / orservices
• Provide clinic reception services both in person and viaphone
• Handle all correspondence including: email, fax andmail
• Scheduling and confirm patient appointments / tests / follow-ups and manage theclinic’s schedule
• Provide administrative support and perform administrativeduties
• Manage clientreferrals
• Enrollment of users in PS Suites including liaising for training and troubleshootingissues
• Ensure accuracy of clientdocumentation
• Update and maintain client Electronic Medical Record(EMR)
• Analyze data and relevant information to compose reports, compile statistics, andprepare correspondence andagendas
• Monitor inventory of medical supplies and materials and order asrequired
• Arrange for the proper cleaning and disposal of medicalmaterials
• Make recommendations for policy and /or procedureimprovements
• Participate in meetings asrequested
• Assist with drug screen and clinicsupport

WHAT YOU'LL NEED TO APPLY:

Police Vulnerable Sector Check Requirements

Successful candidates must have a Police Vulnerable Sector Check completed in the last six months. Interested applicants who reside in the City of London and are in need of a Police Vulnerable Sector Check (PVSC) are encouraged to apply for one as soon as possible as PVSCs in the City of London are currently taking approximately 5 weeks to be processed and offers of employment cannot be made without receipt of a PVSC.

We require the following qualifications:

• College Diploma in Medical Office Administration, Health Services Administration, Office Administration, or a related field or completed post-secondary education with a minimum of two (2) years of experience in a medical or healthcare office setting (primary proof of credentials will be required during the hiring process i.e. original degree/diploma or official transcript)
• Current, satisfactory Police Vulnerable Sector Check (PVSC)
• Demonstrated ability to attend work regularly

We prefer the following qualifications:

• Valid Driver’s License: minimum G2 class
• Access to a vehicle for personal transportation
• Current First Aid and CPR certification an asset
• ASIST Certificate an asset
• 2-5 years’ medical office administration experiencepreferred
• Experience with EMRs required including knowledge of medicalterminology
• Experience working with vulnerablepopulations
• Previous experience in handling confidential or sensitiveinformation
• Working knowledge of medicalterminology
• Knowledge of Harm Reductionprinciples
• Strong knowledge of general officeprocedures
• Knowledge of applicable data privacylaws

• Able to maintain filing systems and basic databases.
• Meticulous records maintenance skills.
• Able to manage time efficiently and prioritize multiple tasks.
• Strong interpersonal skills.
• Strong customer service orientation
• Bilingual in both official languages, preferred; Une préférence sera accordée aux personnes possédant des compétences dans les deux langues officielles du Canada

Our recruitment process allows us to learn about your previous work experience, your qualifications and your commitment to fulfilling our vision. While we appreciate the interest of all applicants, only those individuals being considered for a position will be personally contacted by someone from the interview team.

We welcome and encourage applications from all members of our community including persons of any gender, gender identity, gender expression, or sexual orientation, persons with disabilities, Indigenous persons, and members of visible minorities. If you require accommodations related to a disability at any point during the recruitment process, please contact [e-mail]

Legal Notifications:

• For legal purposes our full business name is: Canadian Mental Health Association Thames Valley Addiction and Mental Health Services
• Artificial Intelligence is not currently employed in our recruitment processes