Medical Administrative Assistant

Job summary

Provide administrative and client-centered support to physicians, case managers, clients, families, and community partners, including managing calls, faxes, records, and meetings. Maintain office supplies, staff attendance and payroll records, and petty cash documentation.

Job details

JOB DESCRIPTION Our client is seeking a compassionate and organized Medical Administrative Assistant to join their team on an 8–10-week contract. This individual will play a key role in supporting physicians, case managers, clients, families, and community partners while helping ensure the smooth day-to-day operation of a busy healthcare office. The ideal candidate is client-focused, highly organized, and comfortable working in an environment that supports individuals experiencing mental health challenges. Day-to-Day Responsibilities Provide exceptional client-centered service to clients, families, hospitals, housing providers, and community partners. Answer incoming phone calls and direct inquiries appropriately, ensuring messages are relayed to physicians and case managers. Receive, sort, and distribute incoming faxes to the appropriate team members. Fax prescriptions and other clinical documentation as directed and ensure records are filed accurately. Maintain organized physical and electronic client records using TELUS EMR. Enter and update client information and documentation within TELUS. Keep client files and office records organized and easily accessible. Coordinate and participate in meetings through Microsoft Teams. Monitor office supply inventory and place orders as needed. Track daily staff attendance, including vacations, sick days, remote work arrangements, and leaves. Support payroll administration by maintaining attendance records and submitting payroll information on a bi-weekly basis. Maintain petty cash records and supporting documentation. REQUIRED SKILLS AND EXPERIENCE 1-2 years of experience in a medical office, healthcare administration, or administrative support role. Strong organizational skills with exceptional attention to detail. Experience managing confidential client information and records. Excellent communication and interpersonal skills, both written and verbal. Ability to prioritize tasks and manage multiple responsibilities in a fast-paced environment. Proficiency with Microsoft Office applications and Microsoft Teams. Experience working with electronic medical records (EMRs) or other database systems. Commitment to providing client-centered care and professional customer service. Experience interacting with families, hospitals, housing providers, and community partners is considered highly important. NICE TO HAVE SKILLS AND EXPERIENCE Experience supporting individuals living with mental illness or working within mental health, healthcare, community services, or social services environments. Familiarity with basic medical terminology. Experience using TELUS EMR. Previous experience handling payroll administration, attendance tracking, or petty cash reconciliation. Vacancy Status: This posting is for a currently vacant role, and the successful candidate will be hired into an existing open position. We may use artificial intelligence tools to assist with the screening, assessment, or selection of potential applicants for this position

What you’ll do

Provide administrative and client-centered support to physicians, case managers, clients, families, and community partners, including managing calls, faxes, records, and meetings. Maintain office supplies, staff attendance and payroll records, and petty cash documentation.

Requirements

Requires 1–2 years of experience in a medical office, healthcare administration, or administrative support, along with strong organization, communication, confidentiality, and prioritization skills. Candidates should be proficient with Microsoft Office and Teams and have experience with electronic records; mental health experience, TELUS EMR, medical terminology, payroll, attendance tracking, and petty cash are advantageous.

Listed skills

• Organization · Preferred
• Attention to detail · Preferred
• Microsoft Office · Preferred
• Microsoft Teams · Preferred
• Customer service · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Client-Centered Service
• Medical Office Administration
• Organization
• Attention To Detail
• Confidential Records Management
• Written And Verbal Communication
• Task Prioritization
• Microsoft Office
• Microsoft Teams
• Electronic Medical Records
• TELUS EMR
• Customer Service
• Attendance Tracking
• Payroll Administration
• Petty Cash Reconciliation
• Medical Terminology

Job areas

• Administrative
• Healthcare
• Customer Service & Support
• Social Services
• Finance & Accounting

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