Administrative Assistant - Supporting Physicians

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Help support care for children and youth

Join the Child and Parent Resource Institute (CPRI) and provide administrative support that helps physicians deliver specialized services to children, youth, and families. In this role, you will help keep information organized, support communication, and contribute to responsive, high-quality care in a complex service environment.

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About the job

CPRI provides trauma-informed and highly specialized services for children and youth across Ontario with complex mental health and developmental needs. Working in a collaborative care environment, you will provide administrative support to program physicians and help ensure clients, families, staff, and community partners receive timely, accurate, and professional service.

This role is well suited to someone who is organized, detail-oriented, and comfortable working in a busy medical service environment where priorities can shift quickly. You will use sound judgement, strong communication skills, and a high level of professionalism to support day-to-day operations and contribute to quality service delivery.

You will:
• coordinate physicians' schedules by booking and changing appointments, meetings, and related activities, and making sure required materials are ready
• contact clients, families, and guardians to confirm appointments, share instructions, and explain how to prepare for specialized visits
• respond to phone calls and inquiries, including urgent issues, and refer matters to physicians when needed
• work with hospitals, pharmacies, schools, community agencies, and staff to share information and support client care
• prepare, format, proofread, and organize letters, reports, presentations, meeting notes, and other documents
• enter, update, and maintain client records, databases, filing systems, and bring-forward systems, and provide general office support

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What you bring to the team

Organization and prioritization

You can:
• coordinate appointments, meetings, and other administrative activities in a busy office setting
• manage competing priorities, respond to urgent requests, and meet deadlines with attention to detail
• use tools and processes to keep your work organized and support the organization of others

Communication and client service

You can:
• communicate clearly and professionally with clients, families, staff, physicians, clinicians, and external partners
• explain information and next steps in a respectful and easy-to-understand way
• respond calmly and appropriately in sensitive, urgent, or escalated situations

Medical knowledge

You:
• have knowledge of medical terminology and health-related administrative processes
• understand the importance of accuracy, confidentiality, and professionalism when handling sensitive client information
• understand how to support administrative work in a medical service environment involving physicians, clients, and community partners

Documentation and digital skills

You can:
• prepare, format, and proofread documents such as letters, reports, meeting notes, and other correspondence
• enter, update, and maintain accurate information in databases, records systems, and other digital tools
• use common office software to support documentation, communication, and recordkeeping

Teamwork and collaboration

You can:
• work effectively as part of a team and contribute to a positive, respectful workplace
• share information
and maintain strong working relationships when coordinating work with others
• support smooth service delivery when providing backup support or working across shared responsibilities

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Don't meet every qualification?

If you are excited about this position and meet most, but not all, of the listed qualifications, please still consider applying. We recognize that no one person might have every qualification in this job ad, and you just might be the right candidate!

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How we support diversity, inclusion and accessibility

We are building an inclusive workforce that reflects the communities we serve. We encourage everyone interested in working with us to apply, including people with disabilities, Indigenous, Black and racialized individuals, as well as people from all ethnicities, cultures, sexual orientations, gender identities and gender expressions.

Our hiring process is accessible, consistent with Ontario's Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005. We are working to prevent and remove barriers in our hiring processes and can offer  accommodation to address specific needs related to Code-protected grounds such as disability, family status and religion. For more information about accommodation during the hiring process please  contact us.

Learn more about the work the OPS is doing to create an inclusive, anti-racist, accessible and diverse workplace:

• diversity, equity and inclusion initiatives
• accessibility
• Anti-Racism Policy

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Additional information:

Note:

• The number of positions to be filled has not been identified at this time. This competition will be used to create an eligibility list of qualified candidates to fill upcoming opportunities within the next eighteen months following the closing date of the job ad posting.
• About security checks:
  A criminal or other federal offence record does not automatically disqualify you from the position. We consider each situation based on the position's responsibilities.
  If a check is needed and you've lived outside of Canada in the past 5 years for 6 or more months in a row, or if you are not a Canadian resident, you'll need to provide an out-of-country police clearance certificate from the country you lived in.
  Employment screening checks are only reviewed and evaluated by the Transition and Security Office, which also maintains them and keeps them strictly confidential.
• C-SS-246133/26

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Language requirements and assessment:
All external Ontario Public Service (OPS) job ads are posted in English and French. Check the "position(s) language" section at the top of each job ad for the language requirements. For all roles, candidates are assessed in English, the business language of the OPS. If the position is bilingual (English/French), you'll also need to pass a French-language proficiency test.

Exigences en matière de langue et évaluation:
Toutes les offres d'emploi externes de la fonction publique de l'Ontario (FPO) sont affichées en français et en anglais. Consultez la section « Langue du ou des postes » en haut de chaque offre d'emploi pour connaître les exigences linguistiques. Pour tous les postes, les candidats sont évalués en anglais, la langue d'affaires de la FPO. Si le poste est bilingue (anglais/français), vous devrez également passer un test de compétences linguistiques en français.