Title: Medical Office Assistant- (Casual) Number of Positions: Multiple
Competition Number: C208
Location: Phoenix Center (Main Campus)
Position Status: Casual - On Call
Reports to: Sr. Manager, Clinical Operations and Services
Compensation: (Grid 8) $27.26 - $29.16
The Medical Office Assistant (MOA) at Phoenix Society provides support to clients, physicians, nurses, and other health professionals. Key responsibilities include performing administrative duties; maintaining communication with clients and staff; maintaining client and health records; providing intake services; preparing clinical settings, and building positive relationships with clients. The position is a key member of the clinical care team and works closely with staff within the health clinic and throughout the organization, as well as with external stakeholders to ensure an integrated approach to service delivery.
Responsibilities Administration Perform administrative duties such as greeting clients, answering phones, booking appointments, arranging meetings, completing lab requisitions and assisting in the general organization of the clinic
Receive and communicate messages for medical staff and clients
Use health software and other computer applications to prepare reports, invoices, financial statements, letters, case histories and medical records
Assist clients in completing health intake and history forms
Assist in the coordination and integration of the interdisciplinary team of physicians, counsellors, nurses, social workers and pharmacists
Set up and maintain records management systems, including classifying and coding electronic and paper files
Operate standard office equipment, including voicemail messaging systems, photocopiers, fax machines and document scanners
Order supplies and maintain inventory
Provides guidance & a safe learning environment for Practicum students & new Phoenix Society MOA staff orientating to the organization.
Gathers and compiles information relating to client directory of Community services- pharmacy, Physician offices & OAT services.
Perform other duties as required
Client Services Assist in creating a welcoming, safe, and positive workplace for clients and staff
Monitor and manage the general tidiness of the waiting room
Provide intake services to clients by determining their needs or directing them to the appropriate staff
Attend to client behaviours in the waiting room by listening, supporting, validating and, in the case of disruptive behaviours, employing de-escalation techniques. Contact appropriate staff for assistance if necessary
Build positive relationships with individual clients in support of good health outcomes
Keep examination areas clean,



orderly and stocked with supplies
Provide clients with information and contacts for community resources
Cleans and disinfects equipment in accordance with established procedures.
Assembles, stocks and orders medical and surgical materials for clinical program.
Directs the client for Urine Drug Screen under the direction & interpretation of the clinical staff or physician
Qualifications Completion of a Medical Office Assistant certificate program
1 to 3 years of experience providing first point of contact service to a diverse set of clients who may be experiencing mental health, addictions, poverty and trauma concerns
Satisfactory completion of a criminal records check with vulnerable sector screening is required
Satisfactory completion of Tuberculosis Screening form is required
Satisfactory completion of Employee Immunization Record form is required
Satisfactory completion of Nonviolent crisis intervention (NVCI)
First aid certification with CPR is required
Skills & Knowledge Excellent knowledge of computer literacy to operate a computerized patient care information system and word processing, spreadsheet, Internet and e-mail software
High level of integrity and dependability with a strong sense of urgency and results-orientation
Strong skills in Windows, Microsoft Word, Excel, and database management systems
Strong problem solving, analytical, and creative skills with the ability to exercise sound judgement and make decisions based on accurate and timely analyses
Strong interpersonal skills and ability to communicate effectively in writing and verbally in English
Strong organizational and time management skills
Ability to maintain accuracy while doing multiple tasks or working under pressure
Ability to deal effectively with disruptive behaviours when required
Ability to work in a trauma-informed practice
Demonstrated commitment to the social sector with a passion for the organization’s mission is essential
Competencies Approach to Work Demonstrates initiative, flexibility, adaptability and resourcefulness
Actively seeks and incorporates feedback to inform continuous self-improvement
Sets goals, creates and implements action plans, monitors progress, and evaluates results
Adeptly manages competing tasks and uses time efficiently and effectively




Job Knowledge & Quality of Work High-degree of relevant and current job knowledge and skill
Consistently produces accurate, thorough, high-quality work in a timely manner
Builds and promotes a culture of health and safety in the workplace
Implements and enforces best practices in health and safety within the workplace
Judgement & Decision-Making Models independent thinking and creativity
Demonstrates effective problem-solving skills
Makes clear, consistent, transparent and timely decisions after contemplating various available courses of action
Exercises sound judgment in the best interests of the organization
Communication & Interpersonal Skills Expresses themselves clearly and professionally both verbally and in writing
Displays high emotional intelligence; uses tact and diplomacy in dealing with sensitive, complex and confidential situations
Has a manner, style and presence that makes a positive impression
Listens to and considers others’ views
Personal Leadership Models the organization’s core values of social justice, teamwork, social innovation, and strength-based practices
Fosters enthusiasm, energy and commitment
Takes responsibility for personal actions, performance and health
Is reliable and accountable; shows up on time ready to work
Teamwork & Collaboration Effectively works with their colleagues to ensure organizational success
Champions positive working relationships with staff and external stakeholders
Supports an environment of openness, and champions teamwork and communication across programs
Leverages the expertise and experience of others for organizational success
Closing Details Closing Date Internal applications will be accepted until October 22nd, 2026, 04:00 pm
All employees, including laid off and displaced employees, are entitled to apply on the vacancy and be considered pursuant to the provisions of Article 12.9. Internal applicants must notify the manager of intent to apply.
External applicants will be reviewed after internal applicants have been reviewed and interviewed.
All qualified applicants are welcome to apply.
Phoenix is committed to employment equity and encourages applications from people of all gender identities and expressions, persons with disabilities, Indigenous peoples and visible minorities. Persons with disabilities who anticipate needing accommodations for any part of the application and hiring process may contact our HR department. Any personal information provided will be maintained in confidence.
While we thank all applicants for their interest in this opportunity, only those selected for an interview will be contacted.

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📌 Medical Office Assistant - (Casual) (British Columbia)
🏢 Phoenix Drug & Alcohol Recovery & Education Society
📍 British Columbia