Medical Administrator / Receptionist (Casual)

Medical Administrator / Receptionist (Casual/Relief)

Job Posting

Job Title: Admin / Medical Administrator

Position: 1 – Contract Casual / Relief

Location: Downtown Toronto

Hourly Wage: $22.07 - 25.59

Bargaining Unit: OPSEU Local 5115

Deadline to Apply: Friday, September 12, 2025

Purpose of the Position:

The Inner-City Family Health Team is a multidisciplinary team that serves homeless and previously homeless patients with complex health needs. These include untreated chronic and complex multi-system diseases, an elevated risk of acute health emergencies, and serious and persistent mental health and substance use challenges. Services are provided by the team using a holistic, patient-centered model of care with an emphasis on disease prevention, chronic disease management, harm reduction and health promotion. The successful candidate will work at our downtown clinic.

The Medical Administrator effectively and efficiently assists with all office procedures and is responsible for providing reception, and administrative support. They also provide admin and scheduling support to the physicians and other allied health staff. The Medical Administrator maintains confidentiality in all aspects of client, staff, and agency information and acts in an ethical and professional manner.

Roles and Responsibilities:

Clerical Support, Filing, Records Management and Communication:

· Contributes to the establishment and maintenance of client records including laboratory and diagnostic test results using the Electronic Medical Record (OSCAR EMR) at the ICFHT.

· Collects data for records and logs, creating, preparing, and maintaining other files such as Caseload Lists, Reports, etc.

· Schedules meetings to update other team members with acquired information.

· Files and retrieves organizational documents, records, and reports as requested.

· Regular communication with the ICFHT clinicians and staff.

Scheduling and Coordination:

· Assists in the maintenance of office meeting calendars to coordinate workflow and meetings.

· Scheduling of appointments for clinical team members especially with Physicians.

· Greeting and checking in clients for the ICFHT, and the two evening clinic days.

Inventory and Supplies

· Assists with keeping track of client snacks, transportation costs and gift cards.

· Updating the Expense Form Logs and handing it to the Administrative Coordinator when inventory is low.

Clerical and Office Management:

· As delegated, communicate with clients and external providers and services regarding client referrals.

· Performs reception-related duties, responding to routine inquiries from telephone calls and emails.

· Redirects calls or provides routine information which requires knowledge about the organization and its functions

· Greet clients and other visitors and directs them to the appropriate resources.

· Assists in the preparation of statistical reports as required.

· Supports staff in assigned project‐based work.

Maintenance:

· Assists with overall maintenance of the organization and its offices, including daily sanitizing of doorknobs, waiting area and examination room seating.

· Assists with maintaining administrative manuals.

Required qualifications, skills, and experiences:

• Post-secondary education in a related field such as Office and Business Administration
• 2-5 years customer service experience in a medical or health setting
• Completion of medical clerical/secretary course or equivalent would be an asset
• The ability to connect with our clients: homeless and/or dealing with transition housing using an empathy lens and offer helpfull solution
• Enjoys working in a fast-paced days full of problem-solving and connecting with client and staff by phone via inbound/outbound calls
• Ability to operate standard office equipment, including but not limited to, computers, telephone systems, calculators, copiers, and facsimile machines.
• Comfortable with Electronic Medical Records - OSCAR; and Microsoft®
• Ability to stay calm when clients are stressed or upset
• Excellent listening & communication skills, both written and verbal
• Ability to maintain a high level of confidentiality
• Maintaining a positive, empathetic, and professional attitude toward clients and ICFHT management and staff at all times
• Fluent in English and knowledge of another language would be an asset

Qualified applicants should submit a cover letter and resume by Friday, September 12, 2025 to [email protected].

We thank applicants for their interest; however, we will only be contacting those selected for interview.

We encourage applicants who reflect Toronto’s indigenous, 2SLGBTQIA+, racial and cultural diversity to apply.

As a condition of employment, the successful candidate will be required to submit proof of COVID-19 vaccination or documentation unless a valid accommodation under the Ontario Human Rights Code exists. Please also note that the successful candidate will be required to provide a police check as a condition of employment. However, strong consideration is made to the type of offence.

We are pleased to accommodate the individual needs of job applicants throughout the recruitment and selection process in accordance with the Ontario Human Rights Code and the Accessibility of Ontarians with Disabilities Act, 2005 (AODA). If you require accommodation at any time throughout the recruitment process, please speak with the recruitment coordinator. As a condition of employment, a successful candidate will be required to submit proof of COVID-19 vaccination or documentation unless a valid accommodation under the Ontario Human Rights Code exists.

Job Type: Casual

Pay: $21.53-$24.96 per hour

Application question(s):

• Do you have experience working with homeless or marginalized people ?

Experience:

• medical administration : 2 years (required)

Licence/Certification:

• Medical Administration or Office Administration Certificate (required)

Work Location: In person