C208 - Medical Office Assistant - (Casual)

Title: Medical Office Assistant- (Casual)
Number of Positions: Multiple
Competition Number: C208
Location: Phoenix Center (Main Campus)
Position Status: Casual - On Call
Reports to: Sr. Manager, Clinical Operations and Services
Compensation: (Grid 8) $27.26 - $29.16

Job Summary:

The Medical Office Assistant (MOA) at Phoenix Society provides support to clients, physicians, nurses, and other health professionals. Key responsibilities include performing administrative duties; maintaining communication with clients and staff; maintaining client and health records; providing intake services; preparing clinical settings, and building positive relationships with clients. The position is a key member of the clinical care team and works closely with staff within the health clinic and throughout the organization, as well as with external stakeholders to ensure an integrated approach to service delivery.

Responsibilities:

Administration

• Perform administrative duties such as greeting clients, answering phones, booking appointments, arranging meetings, completing lab requisitions and assisting in the general organization of the clinic

• Receive and communicate messages for medical staff and clients

• Use health software and other computer applications to prepare reports, invoices, financial statements, letters, case histories and medical records

• Assist clients in completing health intake and history forms

• Assist in the coordination and integration of the interdisciplinary team of physicians, counsellors, nurses, social workers and pharmacists

• Set up and maintain records management systems, including classifying and coding electronic and paper files

• Operate standard office equipment, including voicemail messaging systems, photocopiers, fax machines and document scanners

• Order supplies and maintain inventory

• Provides guidance & a safe learning environment for Practicum students & new Phoenix Society MOA staff orientating to the organization.

• Gathers and compiles information relating to client directory of Community services- pharmacy, Physician offices & OAT services.

• Perform other duties as required

Client Services

• Assist in creating a welcoming, safe, and positive environment for clients and staff

• Monitor and manage the general tidiness of the waiting room

• Provide intake services to clients by determining their needs or directing them to the appropriate staff

• Attend to client behaviours in the waiting room by listening, supporting, validating and, in the case of disruptive behaviours, employing de-escalation techniques. Contact appropriate staff for assistance if necessary

• Build positive relationships with individual clients in support of good health outcomes

• Keep examination areas clean, orderly and stocked with supplies

• Provide clients with information and contacts for community resources

• Cleans and disinfects equipment in accordance with established procedures.

• Assembles, stocks and orders medical and surgical materials for clinical program.

• Directs the client for Urine Drug Screen under the direction & interpretation of the clinical staff or physician

Qualifications:

• Completion of a Medical Office Assistant certificate program

• 1 to 3 years of experience providing first point of contact service to a diverse set of clients who may be experiencing mental health, addictions, poverty and trauma concerns

• Satisfactory completion of a criminal records check with vulnerable sector screening is required

• Satisfactory completion of Tuberculosis Screening form is required

• Satisfactory completion of Employee Immunization Record form is required

• Satisfactory completion of Nonviolent crisis intervention (NVCI)

• First aid certification with CPR is required

Skills & Knowledge:

• Excellent knowledge of computer literacy to operate a computerized patient care information system and word processing, spreadsheet, Internet and e-mail software

• High level of integrity and dependability with a strong sense of urgency and results-orientation

• Strong skills in Windows, Microsoft Word, Excel, and database management systems

• Strong problem solving, analytical, and creative skills with the ability to exercise sound judgement and make decisions based on accurate and timely analyses

• Strong interpersonal skills and ability to communicate effectively in writing and verbally in English

• Strong organizational and time management skills

• Ability to maintain accuracy while doing multiple tasks or working under pressure

• Ability to deal effectively with disruptive behaviours when required

• Ability to work in a trauma-informed practice

• Demonstrated commitment to the social sector with a passion for the organization’s mission is essential

Competencies:

Approach to Work

• Demonstrates initiative, flexibility, adaptability and resourcefulness

• Actively seeks and incorporates feedback to inform continuous self-improvement

• Sets goals, creates and implements action plans, monitors progress, and evaluates results

• Adeptly manages competing tasks and uses time efficiently and effectively

Job Knowledge & Quality of Work

• High-degree of relevant and current job knowledge and skill

• Consistently produces accurate, thorough, high-quality work in a timely manner

• Builds and promotes a culture of health and safety in the workplace

• Implements and enforces best practices in health and safety within the workplace

Judgement & Decision-Making

• Models independent thinking and creativity

• Demonstrates effective problem-solving skills

• Makes clear, consistent, transparent and timely decisions after contemplating various available courses of action

• Exercises sound judgment in the best interests of the organization

Communication & Interpersonal Skills

• Expresses themselves clearly and professionally both verbally and in writing

• Displays high emotional intelligence; uses tact and diplomacy in dealing with sensitive, complex and confidential situations

• Has a manner, style and presence that makes a positive impression

• Listens to and considers others’ views

Personal Leadership

• Models the organization’s core values of social justice, teamwork, social innovation, and strength-based practices

• Fosters enthusiasm, energy and commitment

• Takes responsibility for personal actions, performance and health

• Is reliable and accountable; shows up on time ready to work

Teamwork & Collaboration

• Effectively works with their colleagues to ensure organizational success

• Champions positive working relationships with staff and external stakeholders

• Supports an environment of openness, and champions teamwork and communication across programs

• Leverages the expertise and experience of others for organizational success

Closing Details:

Closing Date

Internal applications will be accepted until October 22nd, 2026, 04:00 pm

“All employees, including laid off and displaced employees, are entitled to apply on the vacancy and be considered pursuant to the provisions of Article 12.9.” Internal applicants must notify the manager of intent to apply.

External applicants will be reviewed after internal applicants have been reviewed and interviewed.

All qualified applicants are welcome to apply.

Phoenix is committed to employment equity and encourages applications from people of all gender identities and expressions, persons with disabilities, Indigenous peoples and visible minorities. Persons with disabilities who anticipate needing accommodations for any part of the application and hiring process may contact our HR department. Any personal information provided will be maintained in confidence.

While we thank all applicants for their interest in this opportunity, only those selected for an interview will be contacted.