About the Role

The Administrative Assistant in the Health Care sector plays a pivotal role in ensuring the smooth and efficient operation of healthcare facility. This position is responsible for managing a variety of administrative tasks that support clinical and non-clinical staff, enabling them to focus on delivering quality care and services. The role requires meticulous attention to detail, strong organizational skills, and the ability to handle sensitive information with confidentiality and professionalism. The Administrative Assistant acts as a key point of contact for patients, clients, and internal teams, facilitating communication and coordination across departments. Ultimately, this role contributes significantly to the overall effectiveness and responsiveness of healthcare in the clinic.

Minimum Qualifications

• High school diploma or equivalent; post-secondary education in office administration or related field is preferred.
• Proven experience as an administrative assistant or in a similar role within the healthcare sector.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with electronic health record (EMR) systems.
• Strong organizational and multitasking abilities with excellent attention to detail.
• Ability to handle confidential information with discretion and maintain patient/client privacy in accordance with Canadian privacy laws.

Preferred Qualifications

• Certificate or diploma in Medical Administration Assistant.
• Experience working with healthcare billing systems and insurance claim processing.
• Strong interpersonal skills with experience in customer service or patient relations.

Responsibilities

• Manage daily office operations including scheduling appointments, and maintaining calendars for healthcare professionals.
• Prepare, organize, and maintain accurate records, reports, and documentation in compliance with healthcare regulations and privacy standards.
• Serve as the first point of contact for patients, clients, and visitors, providing courteous and professional assistance both in person and via telephone or email.
• Coordinate communication between departments, external agencies, and service providers to ensure seamless delivery of care and support services.
• Assist with billing, invoicing, and processing payments ensuring accuracy and timely submission.
• Support the onboarding and training of new administrative staff and contribute to continuous improvement of office procedures.
• Maintain inventory of office supplies and equipment, placing orders as necessary to ensure uninterrupted operations.

Skills

The Administrative Assistant utilizes strong organizational skills daily to manage complex scheduling and maintain accurate records, ensuring that healthcare providers and staff can operate efficiently. Proficiency in software tools such as Microsoft Office and electronic medical record systems enables the assistant to prepare reports, manage communications, and process billing with precision. Effective communication skills are essential for interacting with patients, clients, and team members, fostering a professional and supportive environment. Attention to detail is critical when handling confidential information and ensuring compliance with privacy regulations, which safeguards sensitive data. Additionally, problem-solving and multitasking abilities allow the assistant to adapt to the dynamic needs of healthcare and social assistance settings, contributing to overall operational success.