Medical Administrative Assistant – Primary Care (Full Time – Permanent)

The Role and Opportunity
The Medical Administrative Assistant, Primary Care provides essential administrative, clerical, and operational support to the Primary Care program within an integrated primary care and mental health setting. The role supports the delivery of high**‑quality, person‑**centred care by ensuring the smooth coordination of clinical and administrative processes, including scheduling, client flow, documentation, communication, and records management.

Working closely with members of the Primary Care team, the Medical Administrative Assistant plays a critical role in promoting continuity of care, timely access to services, and a positive client experience. The position supports clients with diverse and complex needs and contributes to a trauma‑informed, recovery‑oriented, and culturally responsive care environment. Practice is grounded in primary health care principles, confidentiality, professionalism, and adherence to organizational policies and legislative requirements.

Salary: $48,392 – $53,032

Hours of Work: 35 per week

About CMHA Toronto

CMHA Toronto is the city’s leading community mental health agency. We provide accessible, quality care for Toronto residents through programs, research and advocacy that create belonging and hope. At CMHA Toronto, we take a client-first, recovery-oriented approach to supporting people and their families when they experience mental health challenges or live with mental illness. By integrating health and social care, we provide services that aid in long-term wellness including housing, employment, community connections and so much more. Our goal? Help everyone thrive in the community.

Responsibilities

• Provide administrative support to the Primary Care team, including clinical documentation and referrals
• Support client intake, consent collection, and accurate record‑keeping
• Schedule, confirm, and manage appointments to ensure efficient clinic flow
• Provide reception coverage, including client check‑in, phone support, and waiting area management
• Track referrals, follow‑ups, and diagnostic testing; escalate urgent issues per protocol
• Liaise with internal teams and external providers (hospitals, labs, pharmacies, community agencies)
• Maintain accurate, confidential electronic medical records and ensure compliance with privacy and legislative requirements
• Support data reporting, audits, and quality improvement activities
• Engage clients using trauma‑informed, culturally safe, recovery‑oriented practices
• Foster a welcoming, inclusive, and accessible clinic environment

Experience & Education Required

Education

Diploma in medical office administration or a related discipline.

Related Experience:

• Minimum of 2 years’ experience in a medical office, primary care, community health, or mental health setting
• Experience supporting clinicians in a fast‑paced, client‑facing healthcare environment
• Experience working with electronic medical records and client scheduling systems
• Demonstrated ability to manage competing priorities while maintaining accuracy and attention to detail
• Experience working with diverse populations and sensitive information

Skills Required

• This role is expected to demonstrate competencies aligned with CMHA Toronto’s framework, including self‑awareness, collaborative leadership, client‑centred focus, innovation and forward thinking, solutions and results orientation, and strong ethics and judgment.
• Strong organizational, time‑management, and multitasking skills
• Excellent verbal and written communication skills
• High level of professionalism, discretion, and confidentiality
• Ability to work independently and collaboratively within an interprofessional team
• Proficiency with computers, including Microsoft Office applications and electronic health record systems
• Demonstrated competencies aligned with CMHA Toronto’s framework, including client‑centred focus, collaboration, ethical judgment, and solutions‑oriented practice
• Knowledge of privacy legislation (PHIPA) and healthcare documentation standards

Why Choose CMHA Toronto?

If you care about mental illness and mental health and you have the right skills, then CMHA Toronto may be the place for you. We have a positive and fair workplace culture, where staff are provided with opportunities for learning and advancement.

Our benefits include:

• Health Care of Ontario Pension Plan (HOOPP), a predictable, secure monthly income upon retirement
• Comprehensive Group Health Insurance – Health, Dental, Vision, Paramedicals
• Short-term and Long-term Disability programs and life insurance to protect your income upon illness or injury
• Work-life balance and flexibility – to ensure you have time for the things that matter to you
• Annual Professional Development Funding for career learning and advancement
• Work with like-minded, passionate individuals and make an impact on mental health service delivery
• Build genuine and authentic connections, with colleagues and clients, with the goal of making a difference

CMHA Toronto is an award-winning workplace committed to fostering a culture of collaboration, empathy, and accountability. Our staff value the flexibility in work schedules, the emphasis on work-life balance, and the organization's commitment to continuous learning through training and development opportunities. Many employees highlight the strong sense of community and support that make CMHA Toronto feel like more than just a workplace—it feels like a community.

As an equity-informed employer, CMHA Toronto reflects the diversity of the communities we serve and is committed to fostering an inclusive and equitable workplace. We encourage applications from equity-deserving candidates, including Black, Indigenous, and racialized individuals, people with disabilities, 2SLGBTQ+ individuals, and women. We recognize and honour the intersectionality of equity-based identities. Personal experience with mental health challenges, whether firsthand or through a loved one, is considered an asset. If you are contacted regarding a job opportunity, please inform us before the interview if you require an accommodation.

To be eligible for this role candidates will be required to adhere to our COVID-19 policy and provide proof of vaccination.

Important Disclosure:

We do not use artificial intelligence (AI) to screen, assess, or select applicants at any stage of the hiring process.

This posting is for an existing vacancy.

CMHA Toronto thanks all applicants for their interest, however, only those selected for an interview will be contacted.