Permanent Part-Time Receptionist/Secretary

Job ID: CCH-2636

Bargaining Status: C.U.P.E. Local 4891

Vacancy Type: New Position

Hours of Work: Monday to Friday, 21 hours per week, with flexible scheduling between 8:00 a.m. and 8:00 p.m., including a requirement to work at least one evening per week

Service Area: Primary Health Care

Program/Department: Medical Services

Reports To: Manager of Interprofessional Primary Care

Hourly Rate/Salary: $21,529.80 - $25,939.20 per annum, plus 12 paid vacation days, 6 paid professional development days, excellent benefits

Start Date: As soon as possible

About CommunitiCare Health

We are a first of its kind community health care agency that provides a full range of community health care and support services in Toronto, offering a blend of community support services, community mental health and addictions services, supportive housing, inter-qualified primary care and home care services. We continually look for ways to better serve our clients and our community, and to equitably provide access to community care to keep our clients healthy and happy at home.

Position Statement/Summary

The Receptionist/Secretary is an integral part of the team at CommunitiCare Health. This position works in a fast-paced environment to ensure that clients’ needs for access to services and programs are met efficiently and effectively, manages client flow within the facility and provides support to the clinical and non-clinical teams.

As an integral part of the administration support team, this position works within the context of the Centre’s mission statement and strategic directions to ensure that client and provider needs are addressed efficiently and effectively. The ability to see this position as it relates to other staff at the Centre is critical. Continuous attention to quality improvement is essential. To ensure consistency and continuity of care for clients,



this position works in close collaboration with the Managers of Interprofessional Primary Care, the Director and reception staff.

The Receptionist/Secretary participates in the accreditation process and the implementation of strategic plans. Further, the Receptionist/Secretary maintains client confidentiality in accordance with the policies set by the organization. This is a unionized position.

Key Responsibilities

· Efficient provision of reception services as per established protocols and practice, such as:

o Providing a welcoming and inclusive experience for all clients;

o Assessing client inquiries and navigating clients to the appropriate service, provider or community resource;

o Supporting clients in understanding clinic processes, appointment expectations and available services;

o Answering and screening of all telephone calls, ensuring that all information is conveyed in a timely and accurate manner to all CommunitiCare staff.

· Client-related clerical duties, such as:

o Registering new clients;

o Creating and maintaining client electronic charts;

o Scheduling appointments for clients;

o Ensuring accurate data entry of client information in computerized clinical software application;

o Scanning and uploading documents into the electronic chart;

o Making photocopies and sending facsimiles as required.

· Administrative support duties, such as:

o Recognizing urgent concerns and escalating them appropriately according to established clinic protocols;

o Closing CommunitiCare by ensuring all security systems are functional;





o Ensuring answering service is operational;

o Receiving and distributing deliveries and mail;

o Maintaining the waiting room area.

Qualifications

· High school diploma and certificate/diploma-level in secretarial/medical office administration education, or equivalent relevant experience.

· Experience with office procedures in a health care setting.

· Excellent organizational, multi-tasking skills and ability to set priorities in a fast-paced environment, preferably a community health care setting or in organizations that serve marginalized communities.

· Experience with multi-line telephone system and a very busy front desk environment.

· Excellent communication and interpersonal skills.

· Understanding of medical terminology, certificate in medical terminology an asset.

· Proficiency in word processing.

· Proficiency in the use of computers, various software applications, including computerized clinical information system software.

Note to External Applicants

We thank all the applicants for their interest and advise that only those selected for an interview will be contacted.

As part of our hiring practices, we encourage and particularly welcome resumes from traditionally marginalized communities. This includes but is not limited to consumers/survivors, people of colour, indigenous peoples, persons with disabilities, and members of the 2SLGBTQI+ community.

If you have any requirements for accommodation due to disability, please advise Human Resources during the recruitment and selection process. We will work with you to best meet your needs as per the resources available to us.

CommunitiCare Health is a scent-free environment.

Pay: $21,529.80-$25,939.20 per year

Benefits:

- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- Vision care

Work Location: In person

📌 Receptionist/Secretary - Permanent Part-Time (Canada)
🏢 CommunitiCare Health
📍 Canada