Medical Secretary

About the Organization

Windsor Essex Community Health Centre (weCHC) is a purpose-driven team dedicated to fostering healthier communities. Operating in a dynamic and inclusive environment, weCHC serves a diverse population, including clients with complex and unique healthcare needs. The centre values teamwork, compassion, innovation, and a commitment to community well-being, offering opportunities to grow professionally in a meaningful role.

Position Overview

The Medical Secretary is a permanent full-time role based at the Downtown site, working 35 hours per week. This role is integral to supporting the healthcare team by managing reception and administrative duties that ensure smooth operations and high-quality client service.

Core Duties and Responsibilities

• Greet clients both in person and via phone professionally, manage multiple phone lines, and coordinate meetings including minute-taking.
• Perform clerical tasks such as photocopying, faxing, and scanning documents into the Electronic Medical Record (EMR) system.
• Schedule appointments for clients, specialists, and diagnostic tests efficiently, maintaining up-to-date scheduling templates.
• Prepare, organize, update, retrieve, and file client charts both manually and electronically to ensure accuracy.
• Provide referral information to internal and external programs supporting comprehensive client care.
• Accurately log all client interventions and hours worked; prepare reports as required by Ontario Health Team (West) and Ministry of Health.
• Draft referral and consultation letters as needed to facilitate client care coordination.
• Implement and maintain document management and distribution systems, including managing necessary office supplies and forms inventory.
• Manage petty cash when required, revise providers' schedules, and produce day sheets to assist the administration.
• Initiate crisis response protocols when appropriate and assist program staff with administrative support as needed.
• Perform additional tasks aligned with the organization's mission and site-specific requirements.

Required Skills and Qualifications

• Between two and five years' experience in a healthcare environment handling reception and administrative duties, including multi-line phone systems and EMR usage.
• Exceptional customer service skills, effective communication, and excellent interpersonal abilities for collaborating with clients, community partners, and resources.
• Good time management, problem-solving, analytical, organizational, and administrative skills.
• Competency in typing, computing, and various software applications.
• Valid Class “G” driver’s license, clean driving record, and dependable transportation to travel within Windsor-Essex County and occasionally across the province.
• Bilingual abilities in English and French are considered a valuable asset.

Education and Certifications

• Diploma in Medical Secretary or Office Administration from an accredited institution.
• Additional training in computer software or secretarial skills is advantageous.
• Completion of a Police Clearance or Vulnerable Sector Check before employment commencement.

Compensation and Benefits

• Hourly wage range from $24.71 to $29.78.
• A comprehensive benefits package that may include professional development, wellness days including personal days and birthday off, minimum three weeks’ vacation, group health benefits, an Employee Assistance Program, and participation in the Healthcare of Ontario Pension Plan (HOOPP).