Medical Secretary

Cencora | Pharma solutions; Waterloo; On-site; CAD 50,000; Full time

Job summary

A local healthcare provider in the Waterloo Region seeks a full-time Medical Secretary to support client intake and clinic scheduling. Key responsibilities include managing client communications and health records. The ideal candidate has a background in medical administration and strong organizational skills. This in-person role promotes a caring and affirming environment, with a commitment to inclusivity and equity.

Qualifications

• Experience in medical administration, reception, or a similar setting.
• Comfort navigating a fast-paced, collaborative environment.
• Ability to handle sensitive information with professionalism and confidentiality.

Responsibilities

• Provide administrative, reception, and clerical support.
• Schedule and confirm appointments, including urgent referrals and follow-ups.
• Maintain accurate, confidential records using Telus CHR.

Skills

Organizational skills

Problem-solving

Communication

Tools

Telus CHR

Job description

Summary

Join SHORE Centre as a Medical Secretary and help deliver inclusive, compassionate sexual and reproductive health care. This full-time, in-person role supports client intake, clinic scheduling, and administrative operations in a welcoming, affirming environment.

Description

(Full-Time, 35 hours/week)

Location: Kitchener & Waterloo, Ontario

Reports to: Clinic Manager

Annual Salary: $49,995

Start Date: As soon as possible

About SHORE Centre

SHORE Centre (Sexual Health Options, Resources & Education) has been a trusted resource in the Waterloo Region for over 50 years. We provide inclusive, compassionate sexual and reproductive health services and education, guided by our values of accessibility, inclusion, scientific accuracy, and courageous advocacy for choice and bodily autonomy.

We are a sex-positive, gender-affirming, anti-racist, and trauma-informed organization committed to creating a supportive work environment where staff thrive and feel deeply connected to their work.

Position Overview

The Medical Secretary is a vital member of SHORE Centre’s clinical team. This full-time, in-person role supports the day-to-day functioning of our clinic by providing administrative, reception, and clerical support. You'll help ensure that every client feels welcomed, affirmed, and supported while managing clinic schedules, client communication, and electronic health records with care and precision.

Key Responsibilities

• Client Support and Reception
• Greet and check in clients in a warm, affirming, and respectful manner
• Respond promptly and compassionately to inquiries by phone, email, and in person
• Provide information about services, appointments, billing, and community supports
• Appointment and Scheduling Coordination
• Schedule and confirm appointments, including urgent referrals and follow-ups
• Monitor provider availability and support the Clinic Manager in optimizing workflows
• Coordinate interpretation services as needed
• Health Records and Documentation
• Maintain accurate, confidential records using Telus CHR
• Prepare and track requisitions, prescriptions, lab orders, and other documents
• Ensure documentation for insurance claims and billing is complete and correct
• Clinic Operations
• Support clinicians by preparing rooms, performing urine dips, and setting up intake forms
• Order and track clinic and medical supplies
• Assist with Access Fund requests alongside the Executive Clinic Coordinator
• Ensure the clinic space remains clean, organized, and accessible
• Team Collaboration and Training
• Participate in regular team meetings and check-ins
• Contribute to onboarding and training of new staff
• Help improve clinic systems, policies, and client experience

Who We're Looking For

• Required Skills and Experience
• Demonstrated commitment to SHORE Centre’s values of choice, access, equity, and affirmation
• Experience in medical administration, reception, or a similar setting
• Strong organizational, problem-solving, and communication skills
• Comfort navigating a fast-paced, collaborative environment
• Ability to handle sensitive information with professionalism and confidentiality
• Competence using digital tools (Telus CHR experience is an asset)

Nice-to-Have Assets

• Familiarity with OHIP, UHIP, and IFHP billing
• Experience working in 2SLGBTQIA+ affirming and/or reproductive health care settings

Work Environment

• 35 hours per week, Monday to Friday
• Primary work sites: Kitchener office and Waterloo clinic
• This is a fully in-person role, with occasional flexibility for remote admin tasks
• Accessible, low/no scent clinic environment with regular cleaning
• Prolonged computer use and sedentary work with options for movement and stretching

How to Apply

We recognize that people experience barriers to employment based on race, gender identity, disability, income, and more. If you meet most of the qualifications and this role speaks to you, we encourage you to apply. We welcome applications from members of equity-deserving communities.

To apply, please send your one-page cover letter and two-page resume to [e-mail]

If you require accommodations during the recruitment process, please let us know in your application email.

Thank you for considering a career with SHORE Centre. We’re honored you’re thinking of joining our team.