Title: Medical Office Assistant- (Casual)Number of Positions: MultipleCompetition Number: C208Location: Phoenix Center (Main Campus)Position Status: Casual - On CallReports to: Sr. Manager, Clinical Operations and ServicesCompensation: (Grid 8) $27.26 - $29.16The 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.ResponsibilitiesAdministrationPerform administrative duties such as greeting clients, answering phones, booking appointments, arranging meetings, completing lab requisitions and assisting in the general organization of the clinicReceive and communicate messages for medical staff and clientsUse health software and other computer applications to prepare reports, invoices, financial statements, letters, case histories and medical recordsAssist clients in completing health intake and history formsAssist in the coordination and integration of the interdisciplinary team of physicians, counsellors, nurses, social workers and pharmacistsSet up and maintain records management systems, including classifying and coding electronic and paper filesOperate standard office equipment, including voicemail messaging systems, photocopiers, fax machines and document scannersOrder supplies and maintain inventoryProvides 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 requiredClient ServicesAssist in creating a welcoming, safe, and positive environment for clients and staffMonitor and manage the general tidiness of the waiting roomProvide intake services to clients by determining their needs or directing them to the appropriate staffAttend 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 necessaryBuild positive relationships with individual clients in support of good health outcomesKeep examination areas clean,



orderly and stocked with suppliesProvide clients with information and contacts for community resourcesCleans 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 physicianQualificationsCompletion of a Medical Office Assistant certificate program1 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 concernsSatisfactory completion of a criminal records check with vulnerable sector screening is requiredSatisfactory completion of Tuberculosis Screening form is requiredSatisfactory completion of Employee Immunization Record form is requiredSatisfactory completion of Nonviolent crisis intervention (NVCI)First aid certification with CPR is requiredSkills & KnowledgeExcellent knowledge of computer literacy to operate a computerized patient care information system and word processing, spreadsheet, Internet and e-mail softwareHigh level of integrity and dependability with a strong sense of urgency and results-orientationStrong skills in Windows, Microsoft Word, Excel, and database management systemsStrong problem solving, analytical, and creative skills with the ability to exercise sound judgement and make decisions based on accurate and timely analysesStrong interpersonal skills and ability to communicate effectively in writing and verbally in EnglishStrong organizational and time management skillsAbility to maintain accuracy while doing multiple tasks or working under pressureAbility to deal effectively with disruptive behaviours when requiredAbility to work in a trauma-informed practiceDemonstrated commitment to the social sector with a passion for the organization's mission is essentialCompetenciesApproach to WorkDemonstrates initiative, flexibility, adaptability and resourcefulnessActively seeks and incorporates feedback to inform continuous self-improvementSets goals, creates and implements action plans, monitors progress,



and evaluates resultsAdeptly manages competing tasks and uses time efficiently and effectivelyJob Knowledge & Quality of WorkHigh-degree of relevant and current job knowledge and skillConsistently produces accurate, thorough, high-quality work in a timely mannerBuilds and promotes a culture of health and safety in the workplaceImplements and enforces best practices in health and safety within the workplaceJudgement & Decision-MakingModels independent thinking and creativityDemonstrates effective problem-solving skillsMakes clear, consistent, transparent and timely decisions after contemplating various available courses of actionExercises sound judgment in the best interests of the organizationCommunication & Interpersonal SkillsExpresses themselves clearly and professionally both verbally and in writingDisplays high emotional intelligence; uses tact and diplomacyin dealing with sensitive, complex and confidential situationsHas a manner, style and presence that makes a positive impressionListens to and considers others' viewsPersonal LeadershipModels the organization's core values of social justice, teamwork, social innovation, and strength-based practicesFosters enthusiasm, energy and commitmentTakes responsibility for personal actions, performance and healthIs reliable and accountable; shows up on time ready to workTeamwork & CollaborationEffectively works with their colleagues to ensure organizational successChampions positive working relationships with staff and external stakeholdersSupports an environment of openness, and champions teamwork and communication across programsLeverages the expertise and experience of others for organizational successClosing DetailsClosing DateInternal applications will be accepted until October 22nd, 2026, 04:00 pmAll 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 prospect, only those selected for an interview will be contacted.

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