Position Title: Medical Secretary 

Organization: Windsor Essex Community Health Centre, Downtown Site 1200 University Ave W, Windsor

Classification: Permanent Full-Time (35 hours/week)

Salary Range: $24.71 – $29.78 / Hour

At weCHC, we’re more than a workplace — we are a purpose-driven team passionate about creating healthier neighbourhoods. Our work supports a diverse population, often with complex and unique needs, and we meet this challenge with compassion, innovation, teamwork and commitment. Whether you are looking to grow your career or take the next step in a meaningful role, weCHC offers the opportunity to contribute to something bigger, alongside colleagues who value collaboration, inclusion, and belonging.

What We Offer

• A dynamic and supportive work environment
• A comprehensive employment package supporting your health and wellbeing, which may include the following based on employment status:
  • Professional development opportunities
  • Wellness and personal days and your birthday off
  • Minimum 3 weeks' vacation
  • Group health benefits
  • Employee Assistance Program
  • HOOPP (Healthcare of Ontario Pension Plan)

CORE RESPONSIBILITIES OF THE POSITION

As a key member of the team the Medical Secretary will:

• Perform reception and administrative duties, including: greeting clients in person and on the phone, coordinating meetings and taking meeting minutes, photocopying, faxing and scanning documents into the Electronic Medical Record (EMR) system 
• Schedule client, specialist and diagnostic testing appointments
• Prepare, maintain, update, retrieve, track and file charts manually and electronically
• Provide referral information for internal and/or external programs and services to support the ‘circle of care’ for clients
• Ensure accurate tracking and logging of all client interventions, hours and appropriate reporting requirements as identified by the Ontario Health Team (West) and Ministry of Health (MOH) when appropriate
• Prepare referral and consultation letters as requested 
• Maintain appointment scheduling template and an up-to-date resource and referral directory
• Revise providers’ schedules and produce day sheets as requested by the Director
• Implement document management and distribution systems and maintain inventory of necessary forms and supplies
• Maintain petty cash, if required
• Initiate crisis response procedures when necessary
• Assist program staff with administrative needs, as required
• Perform other duties that support the mission and vision of the organization and/or as assigned based on position responsibilities and/or site requirements

SKILLS, KNOWLEDGE & EXPERIENCE REQUIRED 

• Minimum of 2-5 years recent experience in a health setting
• Experience with reception responsibilities using a multi-phone system and EMR
• Exceptional customer service skills required to work with internal and external clients, community partners and resources
• Strong communication and excellent interpersonal skills, combined with good time management, analytical, problem-solving, organizational and administrative skills
• Proficient in typing, the use of computers and various software applications is required
• Clean driver’s abstract, current, valid Class “G” Driver’s License and reliable transportation to support travel across Windsor-Essex County and the province, as required
• Bilingual (English/French) language skills an asset

Education and certificate requirements

• Medical Secretary/Office Administration Medical Diploma from a recognized institution.
• Additional training in computer software applications and/or secretarial skills an asset
• Completion of a Police Clearance or Vulnerable Sector Check prior to commencing employment