Medical Secretary - Outreach

Job summary

The Medical Secretary provides comprehensive administrative and secretarial support to the Outreach Team, including managing appointments, referrals, and correspondence. They also contribute to team meetings, data reporting, and quality improvement initiatives while ensuring client privacy and safety.

Job details

About Community Healthcaring Kitchener-Waterloo (The Health Centre) The Health Centre provides a broad range of services aimed at improving the health of individuals and the wider community. Our services include medical and dental care, health promotion, illness prevention and outreach programming. Our expertise and resources are focused on working with those who experience health inequities and barriers to accessing health services. Collaborating as an interdisciplinary team, we provide services and supports that address the social determinants of health including factors and barriers such as poverty, inadequate housing, food insecurity, substance use, language and culture, as well as stigma and social exclusion. The Health Centre works with the most complex client population served by primary health care professionals within Waterloo Region. Our highly skilled and diverse team works from a strength-based approach with individual clients as well as the broader community. We collaborate with many partner agencies and organizations within Waterloo Region. Our team consists of Family Physicians, Nurse Practitioners, Registered Nurses, Social Workers, Dietitians, Chiropodists, Pharmacists, Psychiatrists, Health Promoters, Community Health Workers, Administrative Staff and Volunteers. We invite you to consider this opportunity to join our team and contribute to this important work. The Health Centre is currently recruiting for the following position: Job Title: MEDICAL SECRETARY (OUTREACH TEAM) Pay: $46,195.50 to $53,928.23 Full Time, Permanent Contract Job Summary: As a member of the Outreach Administrative Team, the Medical Secretary is responsible for providing a wide range of secretarial, clerical, and administrative support to the Primary Care Outreach Team, HART Hub Waterloo Region, and the organization. The Medical Secretary plays a key role in ensuring the smooth flow of people, information, and communications, while also providing administrative support to the Outreach Attachment Clinic. Specific Responsibilities: Perform administrative support duties according to established Schedule appointments for clients with Health Centre staff, medical and other specialists, as well as diagnostic testing. Notify and provide instructions to Maintain, update and file Prepare referral and consultation letters, and other correspondence as Maintain up-to-date resource and referral directory. Prepare third party billing and follow-up on accounts receivable as Collaborate with other members of the Primary Health Team to enhance efficient and effective administrative support of the primary health Participate in team and staff meetings, chart reviews, case conferences, and other meetings and committee work as appropriate to support both service delivery and organizational Work during both regular and extended hours (evenings/weekends) and in locations within Kitchener to be determined by the Health Centre. A minimum of one evening per week will be required. Collect, analyze and report on data and relevant information and participate in research as determined by the Health Centre. Contribute to the Centre’s practices of hiring, orientating and training of Work from a Social Determinants of Health perspective to improve health outcomes for individual clients and/or for the development of community health and well-being, and to reduce health Work individually and collaboratively in the development and implementation of quality improvement initiatives and Work in a manner that preserves privacy and Work in a manner that ensures client safety and minimizes risk to clients, volunteers and the Centre. Work in a manner consistent with Health Centre Vision, Mission and Values. Work in a manner consistent with the Health Centre’s policy and commitment to Diversity, Equity and Inclusion in all processes and practices. Work in a manner that demonstrates self-reflection and personal accountability for work performance. Adhere to all Health Centre policies. Adhere to appropriate infection control practices. Perform any other duties as assigned by your supervisor. Accountability The position is accountable to the Manager of Outreach. Qualifications Secondary school Medical Secretary certificate. Two years office experience in a health care Experience with electronic medical records Experience with switchboard/multi-line telephone Proficiency in medical transcription or willingness to Proficiency in the use of Microsoft Office Suite. Demonstrated ability to communicate effectively in English, both written and Demonstrated ability to work Experience working effectively with culturally and economically diverse populations Ability to obtain a Police Vulnerable Sector Check satisfactory to the Health Centre. 2-Factor Authentication for Outlook is App based (Microsoft Authenticator Application) and used to ensure the security of our online accounts. 2-FA requires the use of a personal mobile device with a recent operating system. Benefit package Paid Vacation Leave: 3 weeks to start Paid Public Holidays & Sick Leave Defined Benefit Pension Plan (HOOPP) Extended health and dental insurance Life, Accidental Death and Long-Term Disability Insurance Employee Assistance Plan Application Deadline: October 20th, 2026 The Health Centre values the diversity of its staff and welcomes applications from people of all races, ethnicity, religions, culture, sexual orientation, gender identity and those with disabilities. Individuals with a disability requiring accommodation during the application and/or the interview process should reach out to humanresources@healthcaringkw.org so that suitable arrangements can be made. Personal information submitted will only be used for the purposes of this recruitment process. This posting is for an open position within the organization. We appreciate all expressions of interest; however, only those selected for an interview will be contacted.

What you’ll do

The Medical Secretary provides comprehensive administrative and secretarial support to the Outreach Team, including managing appointments, referrals, and correspondence. They also contribute to team meetings, data reporting, and quality improvement initiatives while ensuring client privacy and safety.

Requirements

Candidates must possess a secondary school medical secretary certificate and at least two years of relevant healthcare office experience. Proficiency in electronic medical records, Microsoft Office, and the ability to work effectively with diverse populations are required.

Benefits

• Paid vacation leave
• Paid public holidays
• Sick leave
• Defined benefit pension plan
• Extended health insurance
• Dental insurance
• Life insurance
• Accidental death and long-term disability insurance
• Employee assistance plan

Listed skills

• Administrative Support · Preferred
• Data analysis · Preferred
• interdisciplinary collaboration · Preferred
• record keeping · Preferred
• Communication · Preferred
• Microsoft Office Suite · Preferred
• Conflict Resolution · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Medical secretarial support
• Electronic medical records
• Switchboard operation
• Medical transcription
• Microsoft office suite
• Data analysis
• Referral management
• Third party billing
• Communication
• Administrative support
• Client scheduling
• Record keeping
• Interdisciplinary collaboration
• Conflict resolution
• Cultural competency
• Administrative Support
• Healthcare Industry Knowledge
• Accountability
• Social Determinants Of Health
• Dental Care
• Quality Improvement
• Research
• Accounts Receivable
• Authentications
• Billing
• Podiatry
• Clerical Works
• Community Health
• Operating Systems
• Disabilities
• Electronic Medical Record
• English Language
• Health Equity
• Health Promotion
• Infection Control
• Medical Transcription
• Microsoft Outlook
• Microsoft Office
• Primary Care
• Primary Health Care

Job areas

• Healthcare
• Administrative
• Social Services
• Medical Secretary
• Medical Secretaries
• Medical Secretaries and Administrative Assistants

More jobs from Community Healthcaring Kitchener Waterloo