Medical Administrative Assistant

Canadian Mental Health Association Toronto Branch • Toronto, ON

7d • Onsite

About The Position

The Medical Administrative Assistant, Primary Care provides essential administrative, clerical, and operational support to the Primary Care program within an integrated primary care and mental health setting. The role supports the delivery of high‑quality, person‑centred care by ensuring the smooth coordination of clinical and administrative processes, including scheduling, client flow, documentation, communication, and records management.

Working closely with members of the Primary Care team, the Medical Administrative Assistant plays a critical role in promoting continuity of care, timely access to services, and a positive client experience. The position supports clients with diverse and complex needs and contributes to a trauma‑informed, recovery‑oriented, and culturally responsive care environment. Practice is grounded in primary health care principles, confidentiality, professionalism, and adherence to organizational policies and legislative requirements.

Requirements

• Diploma in medical office administration or a related discipline.
• Minimum of 2 years’ experience in a medical office, primary care, community health, or mental health setting
• Experience supporting clinicians in a fast‑paced, client‑facing healthcare environment
• Experience working with electronic medical records and client scheduling systems
• Demonstrated ability to manage competing priorities while maintaining accuracy and attention to detail
• Experience working with diverse populations and sensitive information
• This role is expected to demonstrate competencies aligned with CMHA Toronto’s framework, including self‑awareness, collaborative leadership, client‑centred focus, innovation and forward thinking, solutions and results orientation, and strong ethics and judgment.
• Strong organizational, time‑management, and multitasking skills
• Excellent verbal and written communication skills
• High level of professionalism, discretion, and confidentiality
• Ability to work independently and collaboratively within an interprofessional team
• Proficiency with computers, including Microsoft Office applications and electronic health record systems
• Demonstrated competencies aligned with CMHA Toronto’s framework, including client‑centred focus, collaboration, ethical judgment, and solutions‑oriented practice
• Knowledge of privacy legislation (PHIPA) and healthcare documentation standards

Nice To Haves

• Personal experience with mental health challenges, whether firsthand or through a loved one, is considered an asset.

Responsibilities

• Provide administrative support to the Primary Care team, including clinical documentation and referrals
• Support client intake, consent collection, and accurate record‑keeping
• Schedule, confirm, and manage appointments to ensure efficient clinic flow
• Provide reception coverage, including client check‑in, phone support, and waiting area management
• Track referrals, follow‑ups, and diagnostic testing; escalate urgent issues per protocol
• Liaise with internal teams and external providers (hospitals, labs, pharmacies, community agencies)
• Maintain accurate, confidential electronic medical records and ensure compliance with privacy and legislative requirements
• Support data reporting, audits, and quality improvement activities
• Engage clients using trauma‑informed, culturally safe, recovery‑oriented practices
• Foster a welcoming, inclusive, and accessible clinic environment

Benefits

• Health Care of Ontario Pension Plan (HOOPP), a predictable, secure monthly income upon retirement
• Comprehensive Group Health Insurance – Health, Dental, Vision, Paramedicals
• Short-term and Long-term Disability programs and life insurance to protect your income upon illness or injury
• Work-life balance and flexibility – to ensure you have time for the things that matter to you
• Annual Professional Development Funding for career learning and advancement

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree