Service Assistant

University of Guelph; Guelph; On-site; CAD 32,000 - 42,000; Full time

Job summary

University of Guelph is seeking a Service Assistant to support the integrated front desk of Student Wellness Services. You will be the first point of contact for students, staff, parents, and providers, handling inquiries, scheduling, and paperwork in a fast-paced clinic.

The role requires a 2-year Health Office Administration credential and experience with scheduling systems, PHIPA/FIPPA guidelines, and strong customer service.

Qualifications

• Two-year Community College Health Office Administration Certificate or equivalent with one year experience in health setting.
• Excellent interpersonal and communication skills with diverse clients including mental health.
• Ability to manage multiple priorities and use electronic scheduling systems.

Responsibilities

• Respond to inquiries and assist clients seeking services.
• Schedule appointments using electronic medical record programs.
• Receive and process paperwork and address questions.
• Facilitate access to services requiring referrals.
• Maintain organization within a busy, multidisciplinary health clinic.

Skills

Interpersonal communication

Computer skills

Education

Health Office Administration Certificate

Tools

Electronic medical billing systems

Job description

Select how often (in days) to receive an alert:

Primary Category Page: Staff and Management

Requisition ID: 3014

Department:Student Wellness Services
Position covered by the Collective Agreement with USW Local 4120

Temporary full-time from10/12/2026to04/30/2027
Temporary Absence of the Regular Incumbent

29+ hours per week, 11:15am – 6:15 pm Monday – Thursday; Fridays from 11:30 – 5:30

General Purpose

Reporting to the Operations Supervisor, this position supports the integrated front desk of Student Wellness Services. The incumbent is the first point of contact for students, staff, faculty, parents, off-campus healthcare providers, colleagues at other educational institutions, and the general public regarding the services offered by the department which include Health Services, Counselling Services, Student Accessibility Services and the Health and Performance Centre. The initial assignment for this role will be in the Health and Performance Centre.

Duties and Responsibilities

As the central hub of daily operations, the Service Assistants:

• Respond to inquiries and assist clients seeking services.
• Schedule appointments using electronic medical record programs.
• Receive and process paperwork and address questions.
• Facilitate access to services that require a referral.
• Manage a large volume of information that supports the functioning of more than 20 professionals across multiple disciplines.
• Complete established opening and closing procedures as assigned.
• Diligently follow guidelines set by the Personal Health Information Protection Act (PHIPA) and the Freedom of Information and Protection of Privacy Act (FIPPA).

Service Assistants provide routine clerical and administrative support within a dynamic, multidisciplinary sports medicine and health care environment serving students, staff, faculty and members of the general public. This support is maintained to a high standard and includes opening and closing the office area, answering phones and monitoring inboxes, scheduling appointments, processing referrals, filing and managing electronic information, billing and receiving payments, and supporting the day-to-day needs of practitioners and clients. Providing welcoming, professional and responsive customer service is an important part of the role and of each interaction with clients and colleagues.

The ability to multi-task and prioritize, manage numerous interruptions, accurately track detailed information, and work effectively in a fast-paced environment is imperative to the successful operation of the clinic. Service Assistants must be able to move comfortably between competing priorities while maintaining accuracy, professionalism and excellent customer service. Clinic volumes and operational pressures fluctuate throughout the year and in relation to the academic semester, requiring staff to adapt to changing needs, processes and priorities.

Clients may also present with a range of health-related concerns or personal circumstances and, at times, may be experiencing distress or barriers to accessing care and support. Service Assistants are expected to approach these interactions with compassion, discretion and without judgement, listen carefully to client needs, and accurately communicate information or connect clients with the appropriate service or resource.

Requirements

• Two (2) year Community College (Health Office Administration Certificate), or equivalent along with one (1) year experience in a health profession setting. A combination of relevant education and experience may be considered.
• Knowledge and direct experience working with electronic medical billing and scheduling systems.
• Excellent interpersonal and communication skills, including experience working with people dealing with a range of health-related issues, including mental health.
• Ability to set priorities and organize time effectively.
• Excellent skills with computer software including technical problem-solving when required.

Additional requirements include the ability to work collaboratively within a multidisciplinary, student-centered health care setting; a demonstrated commitment to providing accessible, inclusive, compassionate and professional customer service; and a strong understanding of privacy and confidentiality responsibilities, including a working knowledge of thePersonal Health Information Protection Act (PHIPA).

Employee Type: Regular
Position Number:10178007

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date:10/13/2026
Closing Date:10/20/2026