About Citrus Medical Centre

Citrus Medical Centre is a multidisciplinary healthcare clinic with two locations in Etobicoke, home to approximately 20 Family Physicians, 3 Specialists, and 9 Allied Health Providers.

We’re looking for a confident, resourceful Clinic Manager to work closely with our Head of Operations and Medical Director, taking ownership of day-to-day operational tasks and helping our clinics run smoothly. This is a hands-on role spanning staff coordination, patient service, clinic systems, reporting, and problem-solving. You’ll receive training on our workflows and have leadership support for complex decisions. As you learn the clinic, we’ll expect you to take increasing responsibility for resolving issues and managing your areas independently.

The person we’re looking for

We’re interested in how you approach your work, especially when something unexpected happens.

You take ownership and follow through. You keep track of outstanding tasks, follow up without repeated reminders, and confirm that an issue has actually been resolved. When something is delayed, you communicate what’s happening and what comes next.

You’re resourceful. You’re comfortable working through an unfamiliar problem, even when there isn’t a step-by-step procedure. You know how to search Google effectively, consult help resources, contact support, and investigate possible solutions. When you ask for help, you can explain what you’ve found, what you’ve tried, and where you need guidance.

You’re confident and approachable. You can respond professionally to a frustrated physician, help an upset patient, or give a staff member explicit direction. You listen, ask questions, and explain your reasoning calmly. You’re also comfortable acknowledging when you don’t know the answer.

You care about service. You understand that how we respond matters. You look for practical ways to help patients and colleagues while maintaining appropriate boundaries and applying clinic policies fairly.

You use sound judgment. You consider urgency, patient safety, privacy, and the impact on others before acting. You recognize which decisions you can make independently and which require clinical input or leadership involvement.

You act with integrity. You handle sensitive information carefully, raise concerns promptly, and take responsibility for mistakes. You communicate honestly, including when the conversation is uncomfortable.

You improve the way work gets done. When the same problem keeps coming up, you investigate the cause, suggest a practical improvement, and help put it into place.



You document useful solutions so others can benefit from what you’ve learned.

Key Responsibilities

Daily Clinic Operations

- Coordinate daily workflows, patient flow, room use, and scheduling across both locations.
- Respond to operational issues, assess priorities, and arrange appropriate follow-up.
- Maintain task lists and operational trackers so outstanding items are completed.
- Coordinate with physicians, allied health providers, site leads, and administrative staff.
- Implement clinic policies and procedures consistently.
- Identify recurring problems and help improve processes.

Staff Coordination and HR Support

- Provide day-to-day guidance and support to administrative and medical support staff.
- Coordinate staffing schedules, absences, coverage, and changing workload needs.
- Support recruitment, interview coordination, onboarding, and training.
- Maintain staff documentation and training records.
- Address routine staff questions and concerns professionally and fairly.
- Provide constructive feedback and reinforce expectations for service, communication, and accountability.
- Escalate sensitive employee matters to leadership with clear information and appropriate discretion.

Patient Service and Physician Support

- Handle escalated patient concerns with patience, professionalism, and clear follow-up.
- Investigate service issues before drawing conclusions or making commitments.
- Respond to physician concerns and coordinate practical operational solutions.
- Keep the people involved informed about progress and outcomes.
- Recognize concerns requiring prompt clinical or leadership attention.

Clinic Systems and Technology

- Support the daily use of clinic platforms, including TELUS PS Suite, Ocean, Jane, and Pomelo Health Myself.
- Investigate routine software, access, booking, and workflow issues.
- Use available documentation and support channels to troubleshoot problems.
- Coordinate with vendors or technical support and follow issues through to resolution.
- Train staff on systems and workflows.
- Maintain clear procedures and reference materials.
- Identify opportunities to reduce repetitive work through better use of technology.

Reporting and Administrative Oversight

- Maintain operational spreadsheets, reports,



and administrative trackers.
- Review information for accuracy, missing details, and outstanding items.
- Support billing reconciliation and administrative tracking using established processes.
- Identify trends or discrepancies requiring investigation.
- Summarize findings clearly and coordinate next steps.
- Handle patient, employee, and business information confidentially.

Qualifications

- At least three years of experience in a medical office, clinic operations, or senior administrative role.
- Experience coordinating staff, schedules, or daily workflows.
- Experience providing guidance, training, or supervision to others.
- Strong written and verbal communication skills.
- Good organizational skills, attention to detail, and reliable follow-through.
- Confidence using Microsoft Excel or Google Sheets for tracking and reporting.
- Comfort learning unfamiliar software and investigating technical issues.
- A degree or diploma in healthcare administration, business, or a related field, or equivalent relevant experience.

Additional assets:

- Experience with TELUS PS Suite, Ocean, Jane, or Pomelo Health Myself.
- Experience supporting recruitment, onboarding, or employee relations.
- Experience improving workflows or developing practical procedures.
- Experience as a medical or clinical assistant, or familiarity with clinical workflows such as administering injections, phlebotomy, and assisting with minor procedures.
- Exposure to automation, data analysis, Python, or SQL. Coding skills are not required.

What You Can Expect

- A varied role with direct involvement in clinic operations.
- Close collaboration with the Head of Operations and Medical Director.
- Training on our clinic’s systems, workflows, and expectations.
- Opportunities to contribute ideas and implement improvements.
- Increasing responsibility as you develop your understanding of the clinic.

Benefits

- Dental care
- Extended health care
- Life insurance
- Vision care

Reliable travel to both Etobicoke clinic locations is required.

Citrus Medical Centre welcomes applicants from diverse backgrounds. Accommodations are available on request throughout the recruitment process.

Job Types: Full time, Permanent

Pay: $60,000.00-$70,000.00 per year

Benefits:

- Dental care
- Extended health care
- Life insurance
- Vision care

Ability to commute/relocate:

- Etobicoke, ON M8Y 4G5: reliably commute or plan to relocate before starting work (required)

Education:

- Bachelor's Degree (required)

Experience:

- Medical office: 3 years (required)

Work Location: In person

📌 Clinic Manager (Etobicoke)
🏢 Citrus Medical
📍 Etobicoke