Medical Secretary

ACCESS ALLIANCE; Toronto; On-site; CAD 32,000 - 37,000; Full time

Job summary

Access Alliance Multicultural Health and Community Services is seeking an experienced Administrative Support for the Population Health Clinic in Toronto. The role provides front-line customer service, appointment coordination, EMR data entry, and support to social services and clinical staff.

We offer part-time and full-time positions with a 35/17.5 hour weekly split, requiring flexibility including evenings and Saturdays.

Qualifications

• Required: Medical Administration Certificate or College Diploma in Office Administration.
• Minimum one year of relevant work experience.
• Proficient in Outlook, Word, Excel and EMR software.
• Ability to travel within Toronto and work flexible shifts including evenings and Saturdays.
• Legally entitled to work in Canada.

Responsibilities

• Providing customer service for the Health Centre, fostering a welcoming environment.
• Directing inquiries to appropriate services, programs or staff.
• Scheduling routine patient appointments and coordinating with nursing staff for triage.
• Creating and maintaining electronic patient records and updating demographics.
• Coordinating diagnostic and specialist appointments with follow-up.
• Maintaining referral directories and arranging interpreter services as needed.
• Sharing information with physicians and external organisations while protecting privacy.

Skills

Outlook

Word

Excel

EMR software

Travel within Toronto

Legal to work in Canada

Education

Medical Administration Certificate

Office Administration Diploma

Tools

Practice Solutions Suite (PSS)

Job description

Position Type

Permanent, Full Time (35 hours/week) and Permanent, Part Time (17.5 hours/week)

Posting Date

Oct 6, 2026

Expiry Date

Oct 21, 2026

Posting Type

Internal & External

Manager, Special Projects

Manager, Special Projects

Location

• You may be required to work at any other Access Alliance site

Short Description

Access Alliance Multicultural Health and Community Services (AAMHCS) is a Community Health Centre that is committed to and works to improve health outcomes for the most vulnerable immigrants, refugees, and their communities. We do this by facilitating access to services and addressing systemic inequities. The Centre envisions a future in which diverse individuals, families and communities can achieve health with dignity.

Our dynamic, collaborative interprofessional team brings together physicians, nurses, social workers, dietitians, psychiatric consultants, settlement workers, health promoters, community-based researchers, and an innovative Health Interpretation Program.

We operate three high-demand Centres serving the City’s West End, East End, and Downtown, all of which are easily accessible by public transit. The successful candidate will primarily be based at the 44 Mobile Drive location; however, given Access Alliance’s multi-site structure, they may also be required to work across all three sites, including Saturdays and at least two evenings per week.

To learn more about Access Alliance, including our programs, services, and locations, please visit our website: https://accessalliance.ca/

About the Population Health Clinic

The Population Health Clinic is a neighborhood-based, interdisciplinary primary care model that brings health and community services together in one accessible location. Developed through a partnership of Community Health Centres, including Flemingdon Health Centre, Access Alliance, and South Riverdale Community Health Centre, the clinic is co-located within New Circles, a registered charity that provides free clothing, settlement support, employment training, and community connections to individuals and families facing barriers. This is designed to create a low-barrier pathway into the health system and build on trusted relationships already established within the community.

Through a collaborative team of physicians, nurse practitioners, registered nurses, allied health professionals, and administrative staff, the clinic will provide integrated, person-centred care that improves access to primary care, advances health equity, and supports better health outcomes for the communities it serves. This is an opportunity to be part of an innovative model of community-connected care that is helping shape the future of primary health care in East Toronto.

We are seeking one (1) experienced, highly organized, and detail-oriented individuals who thrive in a fast-paced environment to provide administrative support to a primary health care team and community program service providers. This role involves responding to client and community inquiries within a busy community hub, facilitating access to services, supporting the needs of social services, settlement, and health staff, and ensuring a wide range of administrative tasks are completed efficiently with a strong commitment to quality.

Detailed Description

Responsibilities:

• Providing customer service for the entire Health Centre, consistently fostering a welcoming environment for all visitors
• Promote a positive atmosphere through respectful, culturally sensitive interactions with clients
• Responding to inquiries, providing accurate information, and directing individuals to the appropriate services, programs, or staff members
• Handling challenging situations both in person and over the phone with professionalism, using effective de-escalation techniques
• Monitoring and managing communications across multiple channels, including phone, fax, mail, and email
• Scheduling routine patient appointments, assessing urgency, and coordinating with nursing staff for triage when needed
• Creating and maintaining electronic patient records, verifying and updating demographic information and organizing incoming results and correspondence
• Coordinating diagnostic and specialist appointments, ensuring appropriate follow-up with clients
• Maintaining and updating a directory of referral specialists
• Arranging interpreter services as required
• Sharing information with physicians and external organizations while strictly adhering to patient confidentiality and privacy standards, including managing release-of-information documentation
• Managing appointment-based staff scheduling
• Collaborating with administrative team members and provide cross-coverage support as necessary
• Perform additional duties as assigned

Skills And Qualifications:

Required

• Medical Administration Certificate or College Diploma in Office Administration
• Minimum one-year relevant work experience
• Proficient in Outlook, Word, Excel, Electronic Medical Records (EMR) software
• Ability to travel within Toronto and work flexible shifts including evenings and Saturdays
• Legally entitled to work in Canada

Preferred

• High degree of initiative, judgement and problem-solving abilities
• Proficient in Medical Terminology
• Excellent communication skills, both written and verbal
• Excellent customer service and interpersonal skills
• Excellent prioritization and organizational skills and demonstrated ability to multi-task and work under pressure in an ever-changing environment
• Attention to detail, commitment to error free work

Asset

• Experience working in a community health setting
• Excellent keyboarding skills and the ability to type at least 65 words per minute;
• Good understanding of barriers faced by newcomers and ability to work with a diverse population and within a diverse work environment
• A second language reflective of the agency’s client population
• Experience working with Practice Solutions Suite (PSS) electronic medical record system would be an asset

Salary:$23.08 - $27.42 / Per Hour (Full-time equivalent (FTE) values are shown; part-time entitlements will be prorated)
Duration:Permanent
Hours:35 hours/week and 17.5 hours/week Bargaining Unit: United Food and Commercial Workers, Local 175
Classification:Secretary

Please note that a criminal background check (Vulnerable sector) will be conducted for this position.

We encourage applications from individuals who reflect the broad diversity of communities we work with, including those from racialized and 2SLGBTQI+ communities.

In accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005, accommodation will be provided in all parts of the hiring process. Applicants need to make their needs known in advance.

Access Alliance encourages a scent-free environment. Employees, students, volunteers, and visitors are asked to refrain from wearing fragrances and other scented personal care products (i.e. perfumes, lotions, hairspray, etc.) while at the Centre.

Attachments (2)

JP - Sec - Medical Services & Program Secretary (Part-time) - Oct 2026 .pdf

JP - Sec - Medical Services & Program Secretary (Full-time) - Oct 2026.pdf