Full-time Permanent

Annual Salary: $47,624 - $52,568

We are seeking a Clinical Administrative Assistant to support the efficient operations of the Timmins Academic Family Health Team (TAFHT) office. This position supports the leadership team, receptionists, and overall organizational functions to facilitate the effective delivery of primary care services. By managing clinical and administrative tasks, overseeing office operations, and coordinating meetings, documentation, and communication, the Clinical Administrative Assistant helps maintain a well-organized and collaborative working environment aligned with TAFHT’s mission and goals.

Primary Responsibilities (not inclusive)

§ Provide administrative support to receptionists, including scheduling, organizing workflows, and ensuring smooth office operations.

§ Provide comprehensive administrative support for TAFHT committees. This includes scheduling, tracking attendance, preparing agendas, compiling and distributing meeting materials, organizing technology requirements, attending meetings to record accurate and professional minutes, and managing follow-up actions, including ensuring the timely collection of signatures and approvals and tracking motions.  

§ Create searches, stamps, encounter forms and provide training and education in the EMR.

§ Assist with answering patient inquiries and provide support with program development including chart maintenance, and patient appointments.

§ Assist in preparing, editing, and distributing internal and external communications on behalf of the leadership team.

§ Organize meetings, prepare agendas, take minutes, and ensure timely distribution of documents.

§ Manage electronic filing systems for contracts, reports, and organizational documents.

§ Oversee office supply inventory and support procurement processes.

§ Coordinate and maintain databases (e.g., Citation Canada), ensuring accuracy and updates.

§ Provide guidance to team members and stakeholders, addressing inquiries and ensuring efficient service.

§ Support recruitment and onboarding processes, including managing documentation for new hires, students, and volunteers.

§ Perform occasional local travel for business-related tasks such as banking or picking up supplies.

§ Collaborate on reporting for Ontario Health and support the audit process by organizing necessary documentation.

Education, Qualification and Skills

§ Diploma or degree in Office Administration, Business Administration, or a related field.

§ Minimum 2 years of administrative experience, preferably in healthcare or a similar environment.

§ Experience supporting executive-level staff and managing office functions.

§ Experience in recruitment, onboarding, or human resources is an asset.

§ Experience and proficiency using computers and software programs (Microsoft Word, Excel, PowerPoint, Outlook, OneNote and Adobe) and Electronic Medical Records (EMR) preferably Practice Solutions

§ Experience with office equipment such as printer, scanner, fax, photocopier, phone and computer.

§ Strong organizational and time management skills, with the ability to handle multiple tasks simultaneously.

§ Excellent written and verbal communication skills.

§ Strong interpersonal skills and the ability to work collaboratively across teams.

§ Ability to maintain confidentiality and discretion in handling sensitive information.

§ Strong problem-solving skills, attention to detail, and accuracy.

Additional Job Requirements

§ Must adhere to all TAFHT Policies and Procedures.

§ Must be legally entitled to work in Canada.

§ This position is in Timmins, ON, the position requires working in office and on site.

§ Proof of COVID-19 vaccination is required and a condition of employment.

§ Valid Ontario Driver’s License and be able to travel within the community.

The above responsibilities are not to be considered all inclusive; and may be assigned other related duties in the interest of efficient operations of the Family Health Team.

This position reports directly to the Clinical Director. The location of this position could be the Administration, Algonquin West, 101 Mall, Algonquin East, Third Avenue site or any other location within Timmins. The employer reserves the right to modify the location/site.

Why Join Our Team:

§ Join a dedicated team that makes a meaningful difference in the lives of patients by supporting primary care services in the community.

§ Work with a supportive, team-oriented environment that encourages collaboration, innovation, and personal growth.

§ Receive a competitive salary and comprehensive benefits package, including health and dental coverage and enrollment in the Healthcare of Ontario Pension Plan (HOOPP).

How to apply:

Qualified applicants are invited to submit their cover letter and resume to humanresources@tafht.ca. To learn more about our team or review the full job description, visit our website at www.timminsfht.ca

We thank all applicants for their interest in TAFHT, however, only those selected for an interview will be contacted.

TAFHT supports diversity, equity and a workplace free from harassment and discrimination. We encourage applications from all qualified candidates, including women, visible minorities, Indigenous peoples and persons with a disability. Personal information contained in applications will be used solely for recruitment purposes and handled in accordance with applicable privacy legislation.

TAFHT is committed to improving access and opportunities for individuals with disabilities in accordance with the Accessibility for Ontarians with Disabilities Act. If you require a specific accommodation during the application, interview or recruitment stage, please contact our office at 705-267-1993, or by email at humanresources@tafht.ca noting Accessibility Inquiry in the subject line, for appropriate accommodations to be made.