What We Do

The South-East Ottawa Community Health Centre (SEOCHC) is a community-based organization that has provided integrated, interdisciplinary team-based care for over 40 years. Our mission is to make a positive difference in the lives of people who face inequities by providing accessible community health and social services. We look to bring people together with the resources, expertise and services they need so that we can do our part to build a healthy, thriving community. At the heart of our delivery model are our shared commitment to equity and social justice, whole person health, community collaboration, heart driven integrity and evidence informed excellence.

Overview

The Administrative Assistant provides essential administrative and clerical support to the clinic, ensuring smooth day-to-day operations. The role supports the clinic team by managing scheduling, coordinating client appointments, handling communications, maintaining records, and assisting with program logistics. The ideal candidate is detail-oriented, organized and committed to providing excellent client service.

** Please Note: This is a new program that is still in development and may go through new changes from time to time. As such, the job description of this role will be updated accordingly.

This is a bilingual position.

Key Responsibilities

Administrative Support

• Schedule appointments, manage reminders, and maintain accurate client records in PSS

• Prepare and organize documents, process referrals, and upload clinical information

• Order and track supplies, take meeting minutes, and follow up on action items

• Provide administrative support for specialized programs (Breastfeeding Program & High School Outreach Clinic) and management

Client Service & Communication

• Greet and assist clients in person, by phone, and by email

• Manage incoming messages (email, fax, voicemail) and respond promptly and professionally

• Support intake by collecting and verifying client information

• Maintain a safe, welcoming, and culturally responsive clinic environment

• Liaise between clients and clinic staff to support clear communication

Clinic Operations & Program Support

• Assist with planning and coordinating wellness and health promotion activities

• Collect and track data for reporting and program evaluation

• Support quality improvement initiatives and workflow enhancements

• Receive deliveries, maintain clinic procedures, and ensure smooth daily operations

• Attend regular meetings with the reporting manager to review goals and priorities

Other Duties

• Support special projects and complete other tasks as assigned

Qualifications

• Post-secondary training and/or experience in office management, medical secretarial or a related program with at least 2 years’ experience in a primary care setting

• Aligned and extremely familiar with principles of harm reduction, cultural humility & safety and non-judgmental approaches when working with vulnerable clients

• Experience completing administrative tasks supporting clinicians and creating efficient workflows for the team

• Experience with ordering, tracking, and monitoring medical supplies

• Experience with supporting new client intakes, collection of socio-demographic information

• Proactive problem-solver with strong attention to detail

• Comfortable providing support to clients in a variety of settings and engaging clients who may take time to build trust

• Excellent communication and organizational skills

• Ability to ensure client privacy and confidentiality

• Proficiency in Microsoft Office, document management, and data entry

• Word processing speed of a minimum of 50 w.p.m.

• General knowledge of medical terminology

• Vulnerable sector screening completed within the last 12 months

• Familiarity with PS Suite, EPIC (electronic health records) and other digital health tools

• English & French are a requirement. Additional languages (Somali, Arabic, Spanish, Nepali, Kirundi, Pashto, Tigrinya, and others) will be an asset.

• Ability to work flexible hours including evenings and weekends

Location(s)

Our Administrative Assistant role will be required to trave to several locations. A valid drivers license and access to a reliable vehicle is required.

• 600-1355 Bank Street

• 22 – 1485 Heatherington Road

• Various Community Events

Salary

• $43,843.80 - $52, 179.40

What we Offer

The Centre offers excellent employee benefits including generous leaves as well as Extended Health & Dental coverage.

Along with:

• Opportunities for professional development.

• The Centre participates in the Healthcare of Ontario (HOOPP) pension plan.

Additional Information

For more information on our Centre visit www.seochc.on.ca.

Please apply with your resume and a cover letter.

Thank you for your time and interest, however, please note that only applicants selected for an interview will be contacted.

The Centre is committed to employment equity. SEOCHC will provide accommodation for applicants with disabilities in its recruitment process. If at any stage in the selection process you require accommodation due to disability, please let us know the nature of the required accommodation.

We strongly encourage applications from individuals who reflect the diversity of the communities we serve, including but not limited to Indigenous Peoples, racialized persons, members of the 2SLGBTQIA+ community, persons with disabilities, and others with lived experience of systemic barriers to equity.