Cole Harbour Family Medicine | Dartmouth, NS

Ready for a change? Looking for a workplace where you can become part of a great team and stay for the long term?

Cole Harbour Family Medicine is growing, and we're looking for a Full-Time Medical Office Administrator to join our front-line administrative team.

This is an exciting time to join our clinic as we continue to welcome new physicians, expand our patient panel, and grow as a practice. With growth comes a busy environment, new challenges, and plenty of opportunity to learn.

No two days are the same here—and that's exactly what we like about it.

We are looking for someone who is professional, dependable, confident, organized, and comfortable working in a fast-paced environment. You should enjoy being busy, be comfortable with technology, and have the ability to stay calm and productive when the phones are ringing, patients are waiting, and priorities are changing.

Most importantly, we're looking for someone who is looking for a long-term position and wants to become an important part of our team.

The Position

This is a full time position with a combination of daytime and evening shifts.

Clinic Hours:

- Monday–Thursday: 8:30 AM–9:00 PM
- Friday: 8:30 AM–5:00 PM (approximately)
- Shifts will include a combination of day and evening shifts
- Friday closing shifts are rotated among full-time administrative staff
- Schedule may vary based on clinic needs
- Availability for both daytime and evening shifts is required
- Training hours may differ from regular scheduled hours

What You'll Be Doing You'll be an important part of keeping the clinic running smoothly each day. Your responsibilities will include:

- Welcoming patients and providing professional, friendly front-line service
- Answering a busy multi-line phone system and handling patient inquiries
- Scheduling and managing appointments accurately
- Working within our electronic medical record systems, including Accuro and Medeo
- Maintaining accurate and confidential patient information
- Processing incoming and outgoing faxes, forms, referrals, and other documentation
- Communicating with physicians, nurses, other healthcare providers, and patients
- Preparing and maintaining examination rooms between appointments




- Monitoring and restocking clinic supplies
- Completing data entry and other administrative duties
- Assisting with the many day-to-day tasks that keep a busy medical practice operating efficiently
- Jumping in wherever you're needed—because teamwork matters here

The Person We're Looking For We're looking for more than someone who can simply answer a phone and book an appointment.

The right person will be someone who:

- Has a mature, qualified, and positive approach to their work
- Is dependable and takes pride in doing things properly
- Is comfortable working independently while also being a strong team player
- Can manage multiple priorities without becoming overwhelmed
- Is very comfortable with computers, technology, and learning new systems
- Picks up new processes quickly
- Communicates clearly and professionally
- Has excellent attention to detail
- Enjoys a busy workday and doesn't need to be constantly told what to do
- Can recognize what needs to be done and takes initiative
- Is comfortable dealing with a wide variety of people and situations
- Understands the importance of confidentiality and professionalism
- Is looking for a long-term position, rather than simply a job to fill a short-term gap

You don't have to know everything on day one. We can teach the medical office side of the job to the right person. What is much harder to teach is work ethic, reliability, professionalism, common sense, and the ability to work well with a team.

Medical Office Experience

Previous medical office experience is an asset, but the right person with strong administrative, customer service, or office experience will absolutely be considered.

Experience with any of the following would be considered an asset:

- Accuro
- Medeo
- Medical terminology
- EMR systems
- Medical reception
- Healthcare or clinical environments
- High-volume reception or customer service





Why Join Cole Harbour Family Medicine? We're not a quiet office where every day follows the same routine.

We're a busy, growing, community-based medical clinic with a collaborative team and an opportunity to be part of something that continues to evolve.

You'll have the opportunity to:

- Work alongside a supportive and experienced administrative team
- Learn something new regularly
- Develop your medical office and administrative skills
- Work in a professional but down-to-earth environment
- Be part of a growing clinic and help shape its future
- Build relationships with patients and become a familiar face in their healthcare journey
- Enjoy full-time, consistent employment
- Take part in staff events and dinners throughout the year
- Enjoy ample free parking

Before You Apply This position requires someone who is genuinely comfortable with a busy front-line environment and who is available for both daytime and evening shifts.

If you are someone who likes to stay busy, enjoys working with people and technology, takes pride in your work, and is looking for a stable, long-term position with a great team, we'd love to hear from you.

Applicants must be legally eligible to work in Canada and able to commit to the requirements of a full-time position.

How to Apply

Please submit your resume and a brief cover letter telling us a little about yourself, your previous experience, and why you think you would be a good fit for Cole Harbour Family Medicine.

We're interested in finding the right person for our team—not simply filling a position

Pay: From $18.00 per hour

Expected hours: 37.5 per week

Benefits

- Company events
- On-site parking

Application question(s):
- Are you available to work a combination of daytime and evening shifts Monday- Thursday?
- Are you legally entitled to work in Canada?
- Are you looking for a long-term, full-time position?
- How comfortable are you learning and working with multiple computer/EMR systems?
- Briefly tell us why you are looking to make a change from your current/previous position?
- Do you have reliable transportation to and from Dartmouth, if bussing, have you mapped out the routes and timings?

Work Location: In person

📌 Full-Time Medical Office Administrator (Dartmouth)
🏢 Cole Harbour Family Medicine
📍 Dartmouth