Medical Administrative Assistant - Transitional Outpatient Centre (TOC)
About the role
Company Bio
At Quinte Health, our four hospitals unite under the core values ofImagine It’s You, Value Everyone, We All Make a Difference, andStronger Together. We work as one team to enhance lives, improve access to high-quality care, and build healthier communities—right where people need it most.
Located on the stunning Bay of Quinte, Belleville blends small-town charm with big-city perks—vibrant dining, festivals, waterfront adventures, scenic trails, and great shopping.
As the largest Quinte Health hospital, Belleville General Hospital (BGH) offers diverse opportunities across medicine, critical care, emergency, surgery, maternal-child care, mental health, rehab, and oncology. We collaborate regionally to provide top-tier care.
At BGH, you’ll thrive in a dynamic, supportive, and team-driven environment. Newcomers learn from experienced professionals, fostering growth and a shared passion for making a real impact. Come be part of something amazing!
Position Summary
The Transitional Outpatient Centre (TOC) Administrative Medical Administrative Assistant plays a key role in supporting high quality mental health care at Quinte Health.
This position provides operational, administrative, and clinical coordination support to the TOC program and related outpatient mental health services. The Assistant helps ensure smooth transitions for clients, strong team communication, and efficient day-to-day program operations. This role also contributes to program development, quality improvement initiatives, and data reporting that supports ongoing service excellence.
This position is ideal for someone who thrives in a fast-paced environment, enjoys working closely with an interdisciplinary team, and is motivated by helping clients access the care they need.
Required
Education and Certifications
- Diploma or certificate in Office Administration, Health Administration, Social Services, or a related field.
- Equivalent experience may be considered.
- Training in mental health or addictions services is an asset.
- CPR or Non-Violent Crisis Intervention certification is an asset.
Experience
- Two or more years of experience in a high volume administrative or coordination role.
- Experience in a health care or community mental health setting is preferred.
- Experience working with electronic medical records and scheduling systems.
- Experience supporting multidisciplinary teams is an asset.
Technical Skills
- Proficiency in Microsoft Office applications including Outlook, Word, Excel, and Teams.
- Ability to use electronic health record systems, scheduling platforms, and secure communication tools such as SHIIP.
- Strong keyboarding and documentation accuracy.
- Comfort working with spreadsheets and basic data reporting.
Interpersonal and Professional Skills
- Excellent communication and customer service skills with a client centered approach.
- Strong organizational and time management abilities with a focus on prioritizing competing demands.
- Ability to work effectively in a busy environment with frequent interruptions.
- Strong attention to detail and commitment to accuracy.
- Ability to maintain professionalism, discretion, and confidentiality.
- Demonstrated problem solving skills and the ability to respond efficiently to operational needs.
- Ability to work both independently and collaboratively with clinical teams.
Duties
Referral Management & Intake
- Receives and processes referrals from Inpatient Unit (IPU), Crisis Intervention Centre, and Outpatient Mental Health Clinic.
- Follow referral approval processes and communicate acceptance or decline.
- Submits OCEAN referrals for community resources.
- Monitors referral trends and identifies service gaps.
Daily Operations & Team Coordination
- Facilitates daily TOC team meetings to review new referrals, staff schedules, workload, and assignments.
- Maintain accurate timesheets and operational documentation.
- Communicate regularly with the Mental Health Coordinator and provide operational support as needed.
Program & Staff Coordination
- Monitor staff capacity and adjust schedules to maintain program flow.
- Assigns and coordinates group facilitators, and maintain group schedules
- Monitors waitlists, attendance, and dropout rates, and adjust program delivery as needed.
- Prepare program materials, resources, and group start date information.
Quality, Safety & Compliance
- Coordinate weekly Peer Review meetings.
- Conduct monthly safety reviews and ensures compliance with Health and Safety regulations.
- Tests the Duress System every two weeks.
Administrative Responsibilities
- Make reminder calls and documents communication in patient charts.
- Prepare and send no-show letters.
- Contact clients to book, confirm, or reschedule appointments.
- Prints CTO paperwork for physicians and coordinate medication orders.
- Order office and program supplies.
- Update referral and scheduling spreadsheets and maintain weekly and monthly statistics.
- Update Lumeo scheduling system and UKG, and communicate timecard changes to scheduler.
- Monitor designated phone lines and respond to messages.
- Register clients for the Mental Health Walk-In Clinic (MHWIC).
- Retrieve consultation and medication refill requests and voicemails.
- Uses the Shared Health Integrated Information Portal (SHIIP), to support coordination for clients with complex needs
Unit Clerical & Program Support
- Prepare charts for new, ongoing, and discharge appointments.
- File reports, transcribes physicians’ orders, and communicate updates to nursing staff.
- Prepare test requisitions and coordinate consultations and appointments.
- Greet visitors and answer phones as program receptionist.
- Complete typing and word processing for the unit.
- Provide clerical coverage as required.
- Demonstrates familiarity with TOC and MHC procedures and processes.
- Participate in quality and process improvement initiatives.
Other Duties
- Identify operational gaps and help develop new procedures when required.
- Performs other related duties as assigned.
Equal Opportunity
We thank all interested candidates for their response, however, only those chosen for an interview will be contacted. Quinte Health is an equal opportunity employer committed to meeting needs under the Canadian Charter of Rights and Freedom and the Ontario Human Rights Code. Our Recruitment process follows the Accessibility for Ontarians with Disabilities Act in order to provide a fair and equitable process for all candidates. Applicants requiring accommodation through the recruitment/interview process are encouraged to contact the Human Resources Department at 613-969-7400 x2577 or humanresources@quintehealth.ca for assistance.
About Quinte Health
Quinte Health provides a wide range of high quality health care services to 160,000 people living in the 7000 square kilometre region of Prince Edward and Hastings Counties and the southeast portion of Northumberland County.
Care is provided through four hospitals - Belleville General Hospital, North Hastings Hospital, Prince Edward County Memorial Hospital and Trenton Memorial Hospital - and includes four emergency departments, operating rooms at three sites, a rehabilitation day hospital, children's treatment centre, ambulatory care clinics, community mental health programs and a range of diagnostic services. There are inpatient beds for acute medical patients, intensive care, obstetrics, paediatrics, mental health, complex continuing care, rehabilitation and surgery.
Our 1700 staff members, along with 364 professional staff with privileges including doctors, nurse practitioners and mid-wives, provide primary and secondary patient care. Through partnership and innovation, the teams at the four hospitals of Quinte Health provide exceptional health care services to the residents of the area, close to home.
Our vision over the next five years is to foster healthier, more connected people and communities. We will achieve this by working even more closely between our teams, hospitals and partners to provide care as close to home as possible and to help build a stronger health care system for the future. The pandemic has reinforced the value of teamwork and collaboration, and that we are indeed stronger together. Many of the challenges facing hospitals today can only be solved in true partnership.
Our Values: Imagine it's you, Value everyone, Stronger Together, and We all make a difference.
Similar jobs you might like
Medical Administrative Assistant - Transitional Outpatient Centre (TOC)
About the role
Company Bio
At Quinte Health, our four hospitals unite under the core values ofImagine It’s You, Value Everyone, We All Make a Difference, andStronger Together. We work as one team to enhance lives, improve access to high-quality care, and build healthier communities—right where people need it most.
Located on the stunning Bay of Quinte, Belleville blends small-town charm with big-city perks—vibrant dining, festivals, waterfront adventures, scenic trails, and great shopping.
As the largest Quinte Health hospital, Belleville General Hospital (BGH) offers diverse opportunities across medicine, critical care, emergency, surgery, maternal-child care, mental health, rehab, and oncology. We collaborate regionally to provide top-tier care.
At BGH, you’ll thrive in a dynamic, supportive, and team-driven environment. Newcomers learn from experienced professionals, fostering growth and a shared passion for making a real impact. Come be part of something amazing!
Position Summary
The Transitional Outpatient Centre (TOC) Administrative Medical Administrative Assistant plays a key role in supporting high quality mental health care at Quinte Health.
This position provides operational, administrative, and clinical coordination support to the TOC program and related outpatient mental health services. The Assistant helps ensure smooth transitions for clients, strong team communication, and efficient day-to-day program operations. This role also contributes to program development, quality improvement initiatives, and data reporting that supports ongoing service excellence.
This position is ideal for someone who thrives in a fast-paced environment, enjoys working closely with an interdisciplinary team, and is motivated by helping clients access the care they need.
Required
Education and Certifications
- Diploma or certificate in Office Administration, Health Administration, Social Services, or a related field.
- Equivalent experience may be considered.
- Training in mental health or addictions services is an asset.
- CPR or Non-Violent Crisis Intervention certification is an asset.
Experience
- Two or more years of experience in a high volume administrative or coordination role.
- Experience in a health care or community mental health setting is preferred.
- Experience working with electronic medical records and scheduling systems.
- Experience supporting multidisciplinary teams is an asset.
Technical Skills
- Proficiency in Microsoft Office applications including Outlook, Word, Excel, and Teams.
- Ability to use electronic health record systems, scheduling platforms, and secure communication tools such as SHIIP.
- Strong keyboarding and documentation accuracy.
- Comfort working with spreadsheets and basic data reporting.
Interpersonal and Professional Skills
- Excellent communication and customer service skills with a client centered approach.
- Strong organizational and time management abilities with a focus on prioritizing competing demands.
- Ability to work effectively in a busy environment with frequent interruptions.
- Strong attention to detail and commitment to accuracy.
- Ability to maintain professionalism, discretion, and confidentiality.
- Demonstrated problem solving skills and the ability to respond efficiently to operational needs.
- Ability to work both independently and collaboratively with clinical teams.
Duties
Referral Management & Intake
- Receives and processes referrals from Inpatient Unit (IPU), Crisis Intervention Centre, and Outpatient Mental Health Clinic.
- Follow referral approval processes and communicate acceptance or decline.
- Submits OCEAN referrals for community resources.
- Monitors referral trends and identifies service gaps.
Daily Operations & Team Coordination
- Facilitates daily TOC team meetings to review new referrals, staff schedules, workload, and assignments.
- Maintain accurate timesheets and operational documentation.
- Communicate regularly with the Mental Health Coordinator and provide operational support as needed.
Program & Staff Coordination
- Monitor staff capacity and adjust schedules to maintain program flow.
- Assigns and coordinates group facilitators, and maintain group schedules
- Monitors waitlists, attendance, and dropout rates, and adjust program delivery as needed.
- Prepare program materials, resources, and group start date information.
Quality, Safety & Compliance
- Coordinate weekly Peer Review meetings.
- Conduct monthly safety reviews and ensures compliance with Health and Safety regulations.
- Tests the Duress System every two weeks.
Administrative Responsibilities
- Make reminder calls and documents communication in patient charts.
- Prepare and send no-show letters.
- Contact clients to book, confirm, or reschedule appointments.
- Prints CTO paperwork for physicians and coordinate medication orders.
- Order office and program supplies.
- Update referral and scheduling spreadsheets and maintain weekly and monthly statistics.
- Update Lumeo scheduling system and UKG, and communicate timecard changes to scheduler.
- Monitor designated phone lines and respond to messages.
- Register clients for the Mental Health Walk-In Clinic (MHWIC).
- Retrieve consultation and medication refill requests and voicemails.
- Uses the Shared Health Integrated Information Portal (SHIIP), to support coordination for clients with complex needs
Unit Clerical & Program Support
- Prepare charts for new, ongoing, and discharge appointments.
- File reports, transcribes physicians’ orders, and communicate updates to nursing staff.
- Prepare test requisitions and coordinate consultations and appointments.
- Greet visitors and answer phones as program receptionist.
- Complete typing and word processing for the unit.
- Provide clerical coverage as required.
- Demonstrates familiarity with TOC and MHC procedures and processes.
- Participate in quality and process improvement initiatives.
Other Duties
- Identify operational gaps and help develop new procedures when required.
- Performs other related duties as assigned.
Equal Opportunity
We thank all interested candidates for their response, however, only those chosen for an interview will be contacted. Quinte Health is an equal opportunity employer committed to meeting needs under the Canadian Charter of Rights and Freedom and the Ontario Human Rights Code. Our Recruitment process follows the Accessibility for Ontarians with Disabilities Act in order to provide a fair and equitable process for all candidates. Applicants requiring accommodation through the recruitment/interview process are encouraged to contact the Human Resources Department at 613-969-7400 x2577 or humanresources@quintehealth.ca for assistance.
About Quinte Health
Quinte Health provides a wide range of high quality health care services to 160,000 people living in the 7000 square kilometre region of Prince Edward and Hastings Counties and the southeast portion of Northumberland County.
Care is provided through four hospitals - Belleville General Hospital, North Hastings Hospital, Prince Edward County Memorial Hospital and Trenton Memorial Hospital - and includes four emergency departments, operating rooms at three sites, a rehabilitation day hospital, children's treatment centre, ambulatory care clinics, community mental health programs and a range of diagnostic services. There are inpatient beds for acute medical patients, intensive care, obstetrics, paediatrics, mental health, complex continuing care, rehabilitation and surgery.
Our 1700 staff members, along with 364 professional staff with privileges including doctors, nurse practitioners and mid-wives, provide primary and secondary patient care. Through partnership and innovation, the teams at the four hospitals of Quinte Health provide exceptional health care services to the residents of the area, close to home.
Our vision over the next five years is to foster healthier, more connected people and communities. We will achieve this by working even more closely between our teams, hospitals and partners to provide care as close to home as possible and to help build a stronger health care system for the future. The pandemic has reinforced the value of teamwork and collaboration, and that we are indeed stronger together. Many of the challenges facing hospitals today can only be solved in true partnership.
Our Values: Imagine it's you, Value everyone, Stronger Together, and We all make a difference.