Medical Office Assistant, London HART Hub

Medical Office Assistant, London HART Hub
Specialized Admin - (OPSEU)
 Full-Time, Contract (End Date: March 31, 2028) 

This posting is the result of a current vacancy 
 London, Ontario (London Zone)
- Application Deadline: September 28, 2026 -

The London HART Hub is a low barrier recovery-oriented space that aims to support individuals experiencing homelessness with mental health and addiction needs to improve their health and wellbeing. HART Hubs will support clients through access to high quality evidence informed care that is respectful, trauma-informed, culturally appropriate and compassionate in nature. It connects individuals with a continuum of care tailored to their needs by providing access to transitional supportive housing spaces where individuals can access a safe place to rest, obtain basic needs, health care, peer supports, employment and income supports, mental health and addiction services, and other services under one location. Individual units allow opportunities for autonomy and independence while accompanying support services ensure basic and personal needs are met while the individual works towards treatment, recovery and wellness.

The Medical Office Assistant, under the direction of the Manager, London HART Hub will primarily be responsible for administrative support to the inter-professional clinical team at the organization’s London HART Hub clinics. As a member of an interdisciplinary team, the Medical Office Assistant manages and shares as required information collected from clients with the appropriate inter-professional team members.

Consider revitalizing your career and making a difference in your community by joining our team!

WHAT WE'RE OFFERING:

• What you'll be making - Starting rate for this role is $25.30 per hour (Level 1 – Specialized Admin Grid):
  1. Successful external applicants will start at Level 1, with grid progression based on seniority up to Level 8, $32.64 per hour
• When you'll work - 70 hours biweekly; Monday-Friday from 8:30am-4:30pm, with a 1-hour unpaid break
• Your pension plan –Immediately eligible for optional enrolment in the Healthcare of Ontario Pension Plan (HOOPP)
• What your benefits will be – 9% in lieu of benefits

HOW YOU WILL BE MAKING A DIFFERENCE:

• Greet and direct clients to appropriate resources and / or services
• Provide clinic reception services both in person and via phone
• Handle all correspondence including: email, fax and mail
• Scheduling and confirm patient appointments / tests / follow-ups and manage the clinic’s schedule
• Provide administrative support and perform administrative duties
• Manage client referrals
• Enrollment of users in PS Suites including liaising for training and troubleshooting issues
• Ensure accuracy of client documentation
• Update and maintain client Electronic Medical Record (EMR)
• Analyze data and relevant information to compose reports, compile statistics, and prepare correspondence and agendas
• Monitor inventory of medical supplies and materials and order as required
• Arrange for the proper cleaning and disposal of medical materials
• Make recommendations for policy and /or procedure improvements
• Participate in meetings as requested
• Assist with drug screen and clinic support

WHAT YOU'LL NEED TO APPLY:
 

Police Vulnerable Sector Check Requirements
 Successful candidates must have a Police Vulnerable Sector Check completed in the last six months. Interested applicants who reside in the City of London and are in need of a Police Vulnerable Sector Check (PVSC) are encouraged to apply for one as soon as possible as PVSCs in the City of London are currently taking approximately 5 weeks to be processed and offers of employment cannot be made without receipt of a PVSC.
 
We require the following qualifications:

• College Diploma in Medical Office Administration, Health Services Administration, Office Administration, or a related field or completed post-secondary education with a minimum of two (2) years of experience in a medical or healthcare office setting (primary proof of credentials will be required during the hiring process i.e. original degree/diploma or official transcript)
• Current, satisfactory Police Vulnerable Sector Check (PVSC)
• Demonstrated ability to attend work regularly

We prefer the following qualifications:

• Valid Driver’s License: minimum G2 class 
• Access to a vehicle for personal transportation
• Current First Aid and CPR certification an asset
• ASIST Certificate an asset
• 2-5 years’ medical office administration experience preferred
• Experience with EMRs required including knowledge of medical terminology
• Experience working with vulnerable populations
• Previous experience in handling confidential or sensitive information
• Working knowledge of medical terminology
• Knowledge of Harm Reduction principles
• Strong knowledge of general office procedures
• Knowledge of applicable data privacy laws

• Able to maintain filing systems and basic databases. 
• Meticulous records maintenance skills. 
• Able to manage time efficiently and prioritize multiple tasks. 
• Strong interpersonal skills. 
• Strong customer service orientation 
• Bilingual in both official languages, preferred; Une préférence sera accordée aux personnes possédant des compétences dans les deux langues officielles du Canada

INTERNAL APPLICANTS: To be considered as an internal applicant, current staff members are reminded to apply using their @cmhatv.ca or @slwar.ca email address.

Get your application in by – September 28, 2026
 

Our recruitment process allows us to learn about your previous work experience, your qualifications and your commitment to fulfilling our vision. While we appreciate the interest of all applicants, only those individuals being considered for a position will be personally contacted by someone from the interview team. 
 

We welcome and encourage applications from all members of our community including persons of any gender, gender identity, gender expression, or sexual orientation, persons with disabilities, Indigenous persons, and members of visible minorities. If you require accommodations related to a disability at any point during the recruitment process, please contact [email protected]  

Legal Notifications:

• For legal purposes our full business name is: Canadian Mental Health Association Thames Valley Addiction and Mental Health Services
• Artificial Intelligence is not currently employed in our recruitment processes