Junior Medical Administrator

Pollin Fertility · Toronto, Ontario · Full-time, On-site

Reports to: Administrative Team Lead / Administrative Manager

About the Role

Pollin Fertility is looking for a reliable, organized, and detail-oriented Junior Medical Administrator to join our administrative team.

This is an entry-level position focused primarily on preparing patient charts, organizing medical documentation, scanning and uploading records, and providing general administrative support to the clinic. This is a great opportunity for someone looking to gain experience in a healthcare environment.

You will receive training on our systems and procedures. We are looking for someone who follows instructions carefully, stays organized, takes direction well, and is eager to learn.

About Pollin Fertility

Pollin Fertility is a modern, patient-centered reproductive healthcare clinic in Toronto. We combine advanced reproductive medicine with compassionate care and technology-forward systems to provide a supportive experience for our patients.

Key Responsibilities

Chart Preparation and Documentation

- Prepare patient charts and paperwork ahead of scheduled appointments.
- Review charts for required documents and forms, flagging missing information to the appropriate team member.
- Scan, upload, label, and organize patient records in the electronic medical record (EMR) system.
- Ensure documents are saved in the correct patient record.
- Maintain organized electronic and physical files as required.
- Assist with preparing documentation for consultations, monitoring appointments, and procedures.

General Administrative Support

- Assist with basic data entry and updating patient information as directed.




- Provide general clerical support to the administrative and clinical teams.
- Follow established workflows and complete assigned tasks accurately and on time.
- Escalate missing documentation, discrepancies, or questions to the appropriate team member.

Patient and Clinic Support

- Welcome patients and direct them to the appropriate area when needed.
- Assist with basic appointment-related questions and direct clinical questions to the nursing team.
- Support appointment preparation and general clinic flow.
- Work collaboratively with administrative staff, nurses, physicians, and other team members.
- Perform other related administrative duties as assigned.

What We're Looking For We are looking for someone who is dependable, organized, attentive to detail, and comfortable completing routine administrative tasks.

Required qualifications

- Strong attention to detail and organizational skills.
- Basic computer skills and comfort learning current software.
- Basic knowledge of Google Docs and Google Sheets.
- Ability to follow instructions and established procedures.
- Dependable, punctual, and able to manage assigned tasks.
- Professional communication and a positive attitude.
- Ability to maintain strict patient confidentiality.
- Willingness to learn and ask questions when clarification is needed.
- Ability to work in a busy clinic environment.




- Availability to participate in a rotating weekend and holiday coverage schedule.

Previous medical office or administrative experience is an asset but not required. Training will be provided.

Nice to have

- Medical Office Administration education or coursework.
- Previous filing, data entry, document management, or clerical experience.
- Familiarity with electronic medical records (EMRs).
- Previous experience in a healthcare setting.

Working Conditions

- Full-time, on-site position in Toronto.
- Monday to Friday, 7:00 AM – 3:00 PM.
- Rotating weekend coverage as needed is required.
- Rotational holiday coverage may also be required.
- Must comply with all patient confidentiality, infection prevention, and workplace safety requirements.

Why Pollin? This is an opportunity to gain practical experience in healthcare administration while supporting a collaborative clinical team. You will receive training on our systems and processes and build foundational skills in medical documentation, chart preparation, and clinic administration.

If you are organized, dependable, and looking to start your career in healthcare, we encourage you to apply.

Pollin Fertility is an equal opportunity employer. We welcome applicants from all backgrounds and are committed to maintaining a diverse and inclusive workplace. Accommodations are available throughout the hiring process.

We thank all applicants for their interest. Only candidates selected for an interview will be contacted.

Pay: From $17.95 per hour

Benefits

- Dental care
- Extended health care
- Life insurance
- Paid time off
- Vision care

Work Location: In person

📌 Junior Medical Administrator (Toronto)
🏢 Pollin Fertility
📍 Toronto