Job Description – Diabetes Education Program (DEP) Administrative Assistant/Medical Secretary

Position Summary

The DEP Administrative Assistant/Medical Secretary works collaboratively with the DEP staff in the management of patients with diabetes.  The Administrative Assistant/Medical Secretary is responsible for overall reception duties, responding to patient inquiries, and communicating appointment information.  The DEP requires a flexible person who adapts to a changing environment and strives to create an efficient program for patients with diabetes.

Roles and Responsibilities

Program Support

• Perform clerical duties (e.g. meeting planning, maintaining inventory of office/medical supplies, scanning of medical records, manage referrals)
• Build and maintain DEP schedules (e.g. education room schedule)
• Prepare / set up for group education sessions
• Compile group goals and input into PS
• Compile group evaluations and summarize results quarterly
• Maintain lists of group education sessions
• Order and receive resources
• Put patient education packages together
• Open/sort/route incoming mail
• Complete monthly billing for consulting endocrinologist
• Maintain DEP Petty Cash and complete monthly reports for TCFHT Financial Controller
• Maintain a clean and orderly workspace
• Assess current practice and make suggestions to DEP Lead for improvements.
• Maintain professionalism and support the DEP Lead in day-to-day operations.
• Coordinate maintenance on electronics (ie. fax, computers, fridge, etc) and maintain records for warrantees and contact information.
• Maintain list of referring community physicians.

Patient Management

• Manage booking/referral processes (individual and group appts)
•  Meet and greet DEP patients
• Build new patient records in the electronic medical record and locate/import OLIS lab data
• Complete reminder calls to patients of upcoming appointments.
• Provides patients with electronic intake/consent forms, surveys and other forms as needed

Communications

• Fax completed DEP notes to referring physician
• Fax requests to physicians for patient lab results etc.
• Take minutes at weekly DEP team meetings and circulate to team.
• Maintain an ongoing list of tasks/projects and review with DEP Lead weekly
• Maintain a manual for the Administrative Assistant/Medical Secretary position.
• Coordinate mail outs to patients and physicians at DEP Lead’s request.
• Maintain and update DEP content on TCFHT website taddlecreekfht.ca

Project Work

• Complete searches within the electronic medical record to extract lists of Referring Community MDs; DEP Patient Roster; etc.
• Complete data collection of quarterly patient visits and synthesize into reports for the Ministry of Health.
• Other projects as assigned by DEP Lead

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

Skills, Knowledge Requirements

• Exceptional organizational skills
• Strong problem solving skills
• Knowledge of diabetes not required but would be an asset
• Ability to maintain confidentiality and impartiality
• Capacity to adapt quickly to a fast paced, dynamic work environment
• High degree of accuracy and attention to detail
• Proven participatory work style; ability to work independently and with a team (e.g. ability to work effectively with all members of the health care team
• Ability to prioritize, manage time effectively and be flexible in a very active work environment
• Exercises good judgment

Computer Skills

• Competence with Microsoft Office with intermediate skills in Excel
• Familiarity with a Mac OS environment
• Experience with clinical management system (CMS), preferably Practice Solutions, would be an asset
• Experience with Zoom
• Basic knowledge of Word Press (website)

Language Skills

• English required; French not required but would be an asset

Education and Specific Job Requirements

• Post-secondary education in a related field such as business administration
• Completion of Medical Secretary Course (medical terminology, pharmacology)
• Proficiency in computer applications: Windows, Microsoft Office programs, Email and Internet Research.
• Demonstrated planning, organization, problem solving, research and analysis, written and oral communication, and conflict resolution skills.

Relevant Experience

• Medical office experience
• Experience in healthcare field
• Experience in administrative office environment including demonstrated competence in word processing, minute taking, public liaison, telephone message intake, drafting policy and procedures.

Reporting Structure

This position reports to the DEP Lead for day-to-day operations.

Job Specification

Must be COVID-19 fully vaccinated

Location:  790 Bay St., Toronto, Ontario, Suite 306

Hours of work: 40 hours per week (including one evening per week)

Note:  Expectation is for this position to be on site 80% (4 days a week), 1 day work from home (this is subject to change at any time by the organization)

Status:  Permanent/Full Time

Pay Range:  $44, 288 – $48.827

Benefits:  22.5% (used for:  statutory deductions, group insurance plan & Hospitals of Ontario Pension Plan – HOOPP)

Annual Vacation Days:  3 weeks (4 weeks after year 1)

Annual Professional Education Dollars:  $500

Annual Education Days:  10 days

Annual Sick/Personal Emergency Leave:  10 days

Annual Personal Days: 2 days

Application deadline:  November 24, 2025

Please apply with a cover letter and resume together as one document on Indeed or by email to jobs@tcfht.on.ca
TC FHT is committed to equity and anti-oppression and to building an organization that reflects the diversity of communities of Toronto. We encourage applications from members of Black, Indigenous, and other racialized communities; 2SLGBTQ+ (Two-Spirit, lesbian, gay, bisexual, trans, and queer) people; people with disabilities; and members of other equity seeking groups.