Scheduler / Receptionist

HEALWELL AI (TSX: AIDX); Toronto; On-site; CAD 45,000 - 60,000; Full time

Job summary

A healthcare technology company in Toronto is seeking a Scheduler / Administrative Receptionist to ensure smooth clinical operations and provide front-line administrative support. The ideal candidate will have at least 2 years of administrative experience, preferably in healthcare or clinical research, with strong organizational and communication skills. This role requires a client-centered approach and proficiency in Microsoft Office. Competitive compensation offered.

Qualifications

• 2+ years of administrative and scheduling experience, preferably in clinical research.
• 4+ years of experience in clinical research or relevant field preferred.
• Ability to manage competing priorities and work independently.

Responsibilities

• Coordinate clinical and study activities.
• Greet visitors and manage front-desk operations.
• Perform general office tasks and manage office supply inventory.
• Maintain compliance documentation and training records.

Skills

Organizational skills

Problem-solving skills

Communication skills

Interpersonal skills

Attention to detail

Education

College Diploma or equivalent

Tools

Microsoft Office Suite

Scheduling tools

Job description

Position Summary

The Scheduler / Administrative Receptionist plays a dual role in ensuring smooth clinical operations and providing front-line administrative support. This individual is responsible for coordinating schedules across clinical and research activities while delivering professional reception and administrative services that support both internal staff and external stakeholders.

Key Responsibilities

Scheduling & Clinical Coordination

• Coordinate all clinical and study activities (e.g., sample collection, processing timelines, staff allocation, clinic setup) to ensure compliance with protocol and regulatory requirements.
• Review and update daily and long-term scheduling plans for Clinical Research Technicians, Safety and Facility Teams.
• Maintain and adjust staff schedules, including vacation coverage and last-minute replacements.
• Collaborate with Clinic Managers, Clinical Research Coordinators, and department heads to balance workload and meet study milestones.
• Participate in protocol reviews to assess scheduling feasibility, resource allocation, and staffing levels.
• Track and communicate deadlines, deliverables, and study progress to internal teams to ensure timely execution of projects.
• Support the planning and coordination of specialized studies, on-call coverage, and high-volume clinic days.
  
  

Reception & Front-Office Management

• Greet all visitors and study participants with professionalism and courtesy; ensure sign-in protocols are followed.
• Manage front-desk operations including answering and directing calls, responding to inquiries, and routing messages efficiently.
• Act as a liaison between visitors, participants, and internal departments to facilitate communication and efficient service delivery.
• Handle complaints, concerns, and requests from clients, participants, and stakeholders with a solution-oriented approach.
  
  

Administrative & Office Support

• Perform general office tasks including document creation, data entry, filing, copying, scanning, faxing, and mail distribution.
• Maintain an organized, well-stocked office and clinical environment by managing office supply inventory and replenishment.
• Schedule internal and external meetings; manage boardroom and facility bookings, and coordinate logistics (AV setup, catering, handouts).
• Ensure proper documentation, version control, and record-keeping for all study files and departmental records in compliance with regulatory standards.
  
  

Compliance & Training Support

• Maintain up-to-date training documentation for staff on SOPs, GCP, safety protocols, and company policies.
• Provide onboarding support and refresher training coordination in collaboration with HR and Clinical Education teams.
• Monitor compliance with safety and confidentiality regulations in the reception and scheduling processes.
  
  

Other Duties

• Support special projects and cross-functional administrative efforts as assigned.
• Maintain professional demeanor under pressure and adapt to evolving departmental needs.
  
  

Qualifications

• College Diploma or equivalent education.
• 2+ years of administrative and scheduling experience; preferably in clinical research, healthcare, or regulated environments.
• 4+ years of experience in clinical research or relevant field (preferred).
• Strong organizational and problem-solving skills with attention to detail.
• Demonstrated ability to manage competing priorities and work independently.
• Excellent communication (verbal and written) and interpersonal skills.
• Proficient with Microsoft Office Suite (Word, Excel, PowerPoint) and scheduling tools.
• Professionalism, discretion, and a client-centered approach are essential.
  
  

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