What We Do
The South-East Ottawa Community Health Centre (SEOCHC) is a community-based organization that has provided integrated, interdisciplinary team-based care for over 40 years. Our mission is to make a positive difference in the lives of people who face inequities by providing accessible community health and social services. We look to bring people together with the resources, expertise and services they need so that we can do our part to build a healthy, thriving community. At the heart of our delivery model are our shared commitment to equity and social justice, whole person health, community collaboration, heart driven integrity and evidence informed excellence.
Overview
The Administrative Assistant provides essential administrative and clerical support to the clinic, ensuring smooth day-to-day operations. The role supports the clinic team by managing scheduling, coordinating client appointments, handling communications, maintaining records, and assisting with program logistics. The ideal candidate is detail-oriented, organized and committed to providing excellent client service.
** Please Note: This is a new program that is still in development and may go through new changes from time to time. As such, the job description of this role will be updated accordingly.
This is a bilingual position.
Key Responsibilities
Administrative Support
Schedule appointments, manage reminders, and maintain accurate client records in PSS
Prepare and organize documents, process referrals, and upload clinical information
Order and track supplies, take meeting minutes, and follow up on action items
Provide administrative support for specialized programs (Breastfeeding Program & High School Outreach Clinic) and management
Client Service & Communication
Greet and assist clients in person, by phone, and by email
Manage incoming messages (email, fax, voicemail) and respond promptly and professionally
Support intake by collecting and verifying client information
Maintain a safe, welcoming, and culturally responsive clinic environment
Liaise between clients and clinic staff to support clear communication
Clinic Operations & Program Support
Assist with planning and coordinating wellness and health promotion activities
Collect and track data for reporting and program evaluation
Support quality improvement initiatives and workflow enhancements
Receive deliveries, maintain clinic procedures, and ensure smooth daily operations
Attend regular meetings with the reporting manager to review goals and priorities
Other Duties
Support special projects and complete other tasks as assigned
Qualifications
Post-secondary training and/or experience in office management, medical secretarial or a related program with at least 2 years’ experience in a primary care setting
Aligned and extremely familiar with principles of harm reduction, cultural humility & safety and non-judgmental approaches when working with vulnerable clients
Experience completing administrative tasks supporting clinicians and creating efficient workflows for the team
Experience with ordering, tracking, and monitoring medical supplies
Experience with supporting new client intakes, collection of socio-demographic information
Proactive problem-solver with strong attention to detail
Comfortable providing support to clients in a variety of settings and engaging clients who may take time to build trust
Excellent communication and organizational skills
Ability to ensure client privacy and confidentiality
Proficiency in Microsoft Office, document management, and data entry
Word processing speed of a minimum of 50 w.p.m.
General knowledge of medical terminology
Vulnerable sector screening completed within the last 12 months
Familiarity with PS Suite, EPIC (electronic health records) and other digital health tools
English & French are a requirement. Additional languages (Somali, Arabic, Spanish, Nepali, Kirundi, Pashto, Tigrinya, and others) will be an asset.
Ability to work flexible hours including evenings and weekends
Location(s)
Our Administrative Assistant role will be required to trave to several locations. A valid drivers license and access to a reliable vehicle is required.
600-1355 Bank Street
22 – 1485 Heatherington Road
Various Community Events
Salary
$43,843.80 - $52, 179.40
What we Offer
The Centre offers excellent employee benefits including generous leaves as well as Extended Health & Dental coverage.
Along with:
Opportunities for professional development.
The Centre participates in the Healthcare of Ontario (HOOPP) pension plan.
Additional Information
For more information on our Centre visit www.seochc.on.ca.
Please apply with your resume and a cover letter.
Thank you for your time and interest, however, please note that only applicants selected for an interview will be contacted.
The Centre is committed to employment equity. SEOCHC will provide accommodation for applicants with disabilities in its recruitment process. If at any stage in the selection process you require accommodation due to disability, please let us know the nature of the required accommodation.
We strongly encourage applications from individuals who reflect the diversity of the communities we serve, including but not limited to Indigenous Peoples, racialized persons, members of the 2SLGBTQIA+ community, persons with disabilities, and others with lived experience of systemic barriers to equity.
