Overview
We are seeking a dedicated and organized Medical Office Assistant to join our Mental Health and Substance Use (MHSU) services clinic. The ideal candidate will play a crucial role in ensuring the smooth operation of our office, providing exceptional support to both clients and clinical staff team members.

Under the general supervision of the Green Health Program Coordinator and WJETS Executive Director, you will be responsible for reception and medical office administration duties for the Green Health project which offers green energy workers and apprentices in the BC Building Trades MHSU services such as clinical counselling, peer support, mental health training courses, and more. Your work will assist in the removal of barriers to employment for apprentices experiencing MHSU issues through improved access to supports. The program will ensure that the skills required to develop and maintain Canada's Green Energy infrastructure are preserved.

Duties

• Greet patients warmly and manage front desk operations, ensuring a welcoming environment.
• Schedule appointments, register clients according to established protocols, and manage client records, safeguarding privacy and confidentiality, using Electronic Medical Records (EMR) systems.
• Handle incoming calls and inquiries, utilizing phone systems effectively to provide information or direct calls as needed.
• Manage incoming/outgoing posts and deliveries (heavy lifting may be required).
• Collaborate with clinical team members to facilitate efficient client flow and communication within the office.
• Assist in managing inventory of office supplies and other project materials.
• Prepare meeting minutes, assist with data reports and other document assistance to the Program Coordinator as needed.

Job Requirements

• At least two years medical/clinical office administration experience, with preference to candidates with experience working in MHSU service environments.
• Computer literacy with fluency in MS Office Suite (Outlook, Word, Excel) and Owl Practice.
• Excellent communication skills (both verbal and written).
• Strong organizational skills with attention to detail and a high level of accuracy.
• Good analytical, critical thinking, and problem solving skills.
• Exceptional time management and prioritization skills.

Assets

• Experience providing frontline services to marginalized populations.
• Experience in community outreach and harm reduction.
• Familiarity with construction and building trades industries and/or unions.

Additional Information

This is a temporary, 12-month contract position working 40 hours per week until February 2026, with a possibility of extension through March 2028. WJETS is pleased to offer a comprehensive Health and Welfare package.

While WJETS values all applications we receive, only those candidates shortlisted for further consideration will be contacted.

Job Type: Full-time

Pay: $25.00-$32.00 per hour

Expected hours: 40 per week

Benefits:

• Casual dress
• Dental care
• Extended health care
• On-site parking
• Paid time off
• Vision care

Flexible language requirement:

• French not required

Schedule:

• Monday to Friday

Application question(s):

• Do you have a Medical Office Administration certificate?
• What EMR system(s) do you have experience working with?

Education:

• AEC / DEP or Skilled Trade Certificate (preferred)

Experience:

• Medical office: 2 years (required)

Work Location: In person