Medical Office Assistant

MOSAIC operates on traditional and unceded Coast Salish Territories, the ancestral lands of the sḵwx̱wú7mesh, sel̓íl ̓witulh, xʷməθkʷəy̓əm, qiqéyt, sc̓əwaθən məsteyəx, kʷikʷəƛ̓əm, q̓ic̓əy̓, q'ʷa:n̓ƛ'ən̓, SEMYOME, S'ólh Téméxw (Stó:lō), Stz'uminus, WSÁNEĆ and Matsqui nations where we are privileged to carry out our mission.

WHY YOU SHOULD WORK WITH US:

MOSAIC is one of Canada's largest settlement non-profit organizations. Our newcomer services change the lives of immigrants, refugees, and individuals from diverse backgrounds in Greater Vancouver and throughout BC. For the past 45 years, MOSAIC has worked to strengthen communities by advocating for positive changes and supporting newcomers in building their new lives in Canada. As an employer, we are committed to fostering a diverse and inclusive workplace where employees can trust that their skills and contributions are valued. We advocate for and promote equitable employment opportunities for women, Indigenous Peoples, people with disabilities, persons of diverse sexual orientation, gender identity or expression (2SLGBTQI+), and racialized individuals. We have been recognized in the 2019 List of Best Workplaces in Canada employees), the 2020 List of Best Workplaces Managed by Women, and the 2021 List of Best Workplaces in Canada employees) by the Great Place to Work Institute. Our employees benefit from many diverse perspectives, taking part in training opportunities for career growth.

Today the organization engages and serves over 26,000 clients per year at 47 service and community locations in Greater Vancouver through a wide range of high-quality settlement and integration programs including services geared towards youth and family, interpretation and translation, language and workplace training, counselling, and employment. As a certified living wage employer and a CARF-accredited organization, MOSAIC is among the country's largest immigrant-serving organizations and enjoys a superb reputation, a solid financial position, and a hugely compelling mission.

JOIN OUR TEAM

We are looking for a motivated and experienced Medical Office Assistant who in collaboration with the Clinic team, will provide exceptional care and service to its community members The ideal candidate will have had experience in a clinical setting and engaged with multiple and diverse stakeholders within the healthcare sector. The ideal candidate will also have exceptional communication skills and a demonstrated track record of working collaboratively with colleagues at all levels of an organization and across sectors. Not sure if you meet 100% of the qualifications? We encourage you to apply anyway

POSITION SUMMARY:

In accordance with the mission, vision, values, and strategic directions of MOSAIC, client/patient safety is a priority and a responsibility shared by everyone within the organization, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

Reporting to the Clinic Manager, the Medical Office Assistant (MOA), provides administrative day-to-day support to the clinic, plays a key role in ensuring a safe and welcoming environment for all individuals, interacting directly with prospective and returning patients who have highly complex medical and social needs through a positive, customer-service oriented and patient-focused approach. The clinic provides longitudinal primary care to unattached patients from four pre-designated priority populations. The clinic provides patients with ease of access to timely, person-centred, continuous, and culturally safe quality health services. As a member of an interdisciplinary team, the Medical Office Assistant, ensures patients and their families are supported in navigating the journey through the clinic.

KEY DUTIES AND RESPONSIBILITIES:

• Maintain and handle confidential information appropriately.
• Remain current with standards relevant to the program, project, or service.
• Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC and BC's Declaration on the Rights of Indigenous Peoples Act
  
• Provide administrative and clerical assistance as needed. Including but not limited to:
  • Coordinate the flow of information internally and externally
  • Answer and initiate email, fax, and other correspondence;
  • Maintain bulletin boards, calendars, and staff schedules;
  • Open and distribute incoming department mail, email, and other material; general instructions or transcribing
    
  • Maintain paper and electronic files and databases;
• Provide MOA and reception services:
  • operating a multi-line switchboard or phone, answering/directing incoming calls for staff, and taking messages as needed
  • Registering new patients and booking appointments;
  • Answering routine inquiries and providing information of a general nature regarding the clinic;
  • Receiving visitors, and referring to appropriate areas
  • Follow up on physician/nurse practitioner orders regarding referrals and diagnostic tests; interdisciplinary team members orders;
  • Contacting other hospitals/organizations to obtain information as required.
  • Autoclaving instruments and follow procedures to ensure proper sterilization process;
  • Taking vitals (blood pressure, height and weight);
  • Manage and organize room/office supplies.
• Provide facility support:
  • Maintain a welcoming, inclusive, family-friendly environment that provides safety and security for children, parents/caregivers, and the community;
• Clean and prepare exam rooms between patients, and rooms patients. Assists patients to feel safe and at ease through a welcoming patient-centered approach.
• Cleans and organizes the patient waiting area, office supply areas, clinic rooms, medical equipment, and instruments in accordance with established procedures, as assigned.
• Liaises with staff of healthcare and social service organizations, as well as general practitioners' offices to provide program-related information.
  

QUALIFICATIONS:

• Secondary education and a Medical Office Assistant diploma plus minimum 3 years of recent related office/clerical experience or an equivalent combination of education, training, and experience.
  
• Experience working with  people from diverse cultural and lifestyle backgrounds,
  
• Office management principles, methods, and procedures; records retention policies and schedules;
• Proficiency in MS Office suite, EMRs, and Health Connect Registry, or other patient database software, Billing and coding software;
• Knowledge of social, economic, political, and historical realities impacting Indigenous communities and familiarity with Indigenous Cultural Safety with the concepts of cultural safety/humility and anti-racism preferred, will be considered an asset.
• Experience in Primary Care or community and/or specialist office settings that serve communities with multiple barriers to health and wellness equity;
  
• English communication skills, both written and oral, other languages are an asset
• Cultural sensitivity
• Customer service skills
• Organized and able to set priorities and meet deadlines
• Able to keep up in a fast-paced, high-stress environment; multi-tasking environment
• Critical thinking and problem-solving skills
• Able to work independently and with a team
• Attentive to detail
• Tactful, discrete, diplomatic, patient, flexible; able to maintain confidentiality
  

HOURS:

22.5 hours/week, 7.5 hours/ day, Part-time position

• Monday to Wednesday shift may be required to work from 11:30am to 7:30pm.
• Thursday to Saturday shift is required to work from 9:00am to 5:00pm.

The successful candidate must be able to commute to our Edmonds Clinic location at Edmonds Street

Burnaby, British Columbia

COMPENSATION:

$ $28.81 per hour

BENEFITS: N/A

DEADLINE: December 15, 2025 by 4:30pm

IMPORTANT NOTES:

• MOSAIC is an equal opportunity employer. We encourage people from all backgrounds, spaces, and abilities to apply.
•  Before applying, you must be legally permitted to work in Canada through citizenship or permanent resident status. If you have a work permit, please ensure that it allows you to work for the duration of this position.
• We are committed to creating a safe and healthy working environment for our employees. MOSAIC employees are expected to adhere to several policies and procedures such as Right to a Respectful Workplace and Code of Conduct. As of September 18, 2023 MOSAIC's HSS-21 COVID-19 Vaccination Policy is currently suspended. Therefore, until further notice, employees are no longer required to provide a proof of vaccination. However, should circumstances change and MOSAIC deems it necessary to reinstate such Policy in order to ensure a safe workplace, MOSAIC reserves the right to require employees to provide proof of full vaccination against COVID-19 in order to be eligible to continue performing their work duties