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Medical Office and Administrative Assistant

2 weeks ago

Victoria, Canada Pacific Centre Family Services Association Full time

Reporting to the Clinic and Administrative Coordinator or delegate, the Medical Office and Administrative Assistant (MOAA) provides administrative support to clients, primary care providers, health care professionals, counselling and social services staff, and management by managing records, scheduling appointments, preparing documents, and maintaining filing systems. This role ensures smooth office operations and effective client care coordination within a community serving organization and is an integral member of a multidisciplinary and integrated administrative team. The MOAA performs a variety of clerical and medical office assistant duties including word processing, scheduling, data entry, and general correspondence. Answers general inquiries related to all PCFSA programs and services from clients, physicians, staff, and the public. Assists primary care providers and other professional staff with smooth operation and flow for client visits and overall care.

**Job Title**: Medical Office and Administrative Assistant (MOAA)

**Classification**: Administrative Assistant 3

**Grid Level**: BCGEU Component 3 Grid 10 JJEP Wage Grid

**Key Duties and Responsibilities**:
2. Manage the waiting room, address general inquiries, and assist with client intake and documentation.

3. Coordinate client appointments, including follow-ups, recalls, and diagnostic procedures.

4. Escort clients to exam rooms, prepare rooms for appointments, and maintain up-to-date patient information.

5. Take and record vital signs (e.g., blood pressure, temperature, pulse)

6. Collect specimens for lab tests (e.g., urine, blood)

7. Provide administrative support including typing, transcribing, drafting correspondence, and managing documents (scanning, data entry, patient files, and records).

8. Sort and distribute incoming mail, faxes, and messages.

9. Maintain office spaces, meeting rooms, and ensure equipment is stocked and functional; order supplies as needed.

10. Set up, take down and clean up for medical procedures ensuring medical instruments/furniture and rooms are sterilized, including operation and maintenance of the autoclave.

11. Collaborate with multidisciplinary teams to ensure efficient client care and participate in meetings and quality improvement initiatives.

12. Support management and staff with scheduling, organizing meetings, and assisting with event coordination, including staff functions and fundraising efforts.

13. Assist with updating the website, social media platforms, and posting/distributing printed information for clients and staff.

14. Provide feedback to leadership to improve workflows and support quality improvement activities.

15. Perform other related duties as required.

**Qualifications**:

- **Education and Knowledge**:_ Grade 12, plus completion of a program of up to one (1) year in business/office administration training or a related field.
- **Training and Experience**_**: Three (3) years recent related experience. Or an equivalent combination of education, training and experience

**Job Types**: Full-time, Permanent, Fixed term contract

Pay: $25.95-$29.76 per hour

**Benefits**:

- Casual dress
- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Flexible language requirement:

- French not required

Schedule:

- Day shift
- Evening shift
- Monday to Friday
- Weekends as needed

**Experience**:

- Administrative: 1 year (preferred)

Work Location: In person

Expected start date: 2025-06-30