Services and Program Secretary (Medical Secretary)

Deadline: June 21 , 2024 

Position Type:

• Full-time, Relief
• 9 Months with Possibility of Extension (Maternity Leave Cover)

Posting Type: Internal & External

Supervisor: Office and Facilities Manager

Location:

• Main Location: 340 College St. Suite 500 Toronto, Ontario
• You may be required to relocate or work at any of the sites

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 and collaborative inter-professional team includes physicians, nurses, social workers, dieticians, psychiatric consultants, settlement workers, health promoters, community-based researchers and a cutting-edge Health interpretation program. We operate three busy centres, covering the City’s West, East End and Downtown.  All are easy to reach using public transport. 

The successful candidate will be working mainly from our 340 College location but due to Access Alliances multi-site locations, may also work in all three locations, including occasional Saturdays and two evenings per week on a monthly rotating basis.

We are seeking one (1) experienced, highly organized, focused individual who thrives in an energized environment to provide front and back office administrative support to a primary health care team and community programs service providers.  This includes responding to client and community requests for information in busy community hubs, supporting service access, responding to social services, settlement and health staff support needs and ensuring a diverse range of administrative tasks are done efficiently with a commitment to quality. 

Responsibilities:

• Welcoming and providing a high-level customer service experience for clients on the telephone and in person
• Performing front and back office administrative tasks in support of primary health care staff, Settlement & Program staff, clients, community members, volunteers and students
• Scheduling patient appointments, preparing and maintaining patient charts, including orderly filing of all results and correspondences received
• Reviewing of telephone, facsimile, surface mail and email messages
• Forward information to other physicians respecting patient confidentiality and privacy including retrieval of release of information documents as necessary
• Maintenance of appointment-based staff schedules and processing all dictated clinical notes (i.e. fax to referring physicians)
• Working collaboratively with other administrative support staff
• Other duties as required

Skills and Qualifications:

• Medical Administration Certificate or College diploma in Office Administration with combination of education and relevant work experience
• Experience working in a community health setting
• Proficient in Outlook, Word, Excel  
• Experience working with Electronic Medical Records Systems is an asset
• Excellent keyboarding skills and the ability to type at least 55 words per minute;
• Proficient in Medical Terminology
• Excellent communication skills, both written and verbal
• Good understanding of barriers faced by newcomers and knowledgeable about community programs and services available to them
• A second language is an asset   
• Excellent customer service and interpersonal skills
• Excellent organizational skills and demonstrated ability to multi-task and work under pressure in an ever-changing environment
• High degree of initiative, judgement and problem-solving abilities
• High attention to detail
• Ability to work in a culturally competent manner with diverse population and within a diverse work environment.
• Travel within Toronto and work flexible shifts including evenings and Saturdays

Salary: $37,904 – $45,325 / Annual 

Duration: Nine (9) Months

Hours: 35 hours/week

Classification: Secretary

Bargaining Unit: United Food and Commercial Workers, Local 175  

Please be advised that our organization requires all staff, students, and volunteers to be fully vaccinated. Proof of vaccination can be obtained from the Ministry site.

Application Method:

With “Programs and Services Secretary (Medical Secretary)” in the subject heading, please send your resume and cover letter by June 21, 2024 5:00 pm

        by E-mail:           jobs@accessalliance.ca

        by Regular Mail:  Hiring Committee, Programs and Services Secretary (Medical Secretary)                               

                                  Access Alliance Multicultural Health and Community Services

                                  340 College Street, Suite 500, Toronto, ON, M5T 3A9

No phone calls please.

AAMHCS is a community-based organization that operates from a pro-choice, anti-oppression, and participatory framework.  In your cover letter, we invite you to articulate why you wish to work with Access Alliance, and in what ways did you wish to put your skills, experience, and education into action for this role and for Access Alliance at this time. Knowledge of the neighbourhoods we serve and how agency values would be integrated in your day-to-day work may be interview questions.

We thank all applicants for their interest but only those selected for an interview will be contacted.  Please note that a criminal background check and Vulnerable sector check will be conducted for this position as a condition of employment

We are committed to a workforce reflective of the diversity of the City of Toronto and the communities we serve. We encourage applications from those who provide different perspective and contribute to diverse ideas including those from racialized and LGBTQ communities.

AAMHCS is an inclusive and equal opportunity employer committed to providing accommodations for applicants upon request at any stage of the recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. Applicants need to make their needs known in advance.

AAMHCS encourages a scent-free environment.

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