Medical Secretary

Baycrest

has an exciting opportunity for a

MEDICAL SECRETARY

Ambulatory Services

Posting Number: 9654

Position Type: Permanent Full-Time

Shift Type: Day, no weekend (Subject to change)

Bi-Weekly Hours: 70 Hours

Union: SEIU Clerical

Hourly Pay Rate: $27.01 - $29.41

Date Posted: March 17, 2026

Internal Closing Date: March 24, 2026

About Us

Baycrest Hospital and the Apotex Jewish Home for the Aged provide specialized geriatric care for older adults with complex medical, cognitive and dementia-related needs. As Canada’s only health system fully dedicated to aging and brain health, we bring together compassionate care, clinical excellence and leading expertise in dementia care, cognitive health and seniors’ wellness.

Our integrated continuum — spanning hospital care, long-term care and community-based seniors’ services — ensures every older adult benefits from evidence-based practice, geriatric medicine and a team deeply experienced in aging and brain-health care.

Job Summary

Ambulatory Outpatient Programs has an opportunity for a Medical Secretary. This position will support Ambulatory Services including Outreach and Day Hospitals.  This position will work creatively in a variety of community environments and programs, such as: outpatient, day hospitals, outreach teams, community housing, primary care clinics, etc.

Responsibilities include but are not limited to:

• Represents programs by welcoming patients and families/caregivers/guests, directing incoming phone calls, and retrieving / forwarding messages to the appropriate team member
• Understands and articulates the core functioning of each team to new clients, providing high level information about program features
• Ensures the teams’ productivity by booking and confirming appointments, maintaining the team’s schedule
• Engages with specialists and various community physicians and hospitals in a responsive manner to address concerns, inquiries liaising and/or to obtain additional information
• Synthesizes information presented at meetings into meeting notes/minutes that are shared with the team
• Produces information by preparing and updating medical records, updating databases, entering payroll, and preparing agendas and minutes for team meetings
• Ensures efficient operations of the program by maintaining office supplies, program/clinical supplies, and equipment including troubleshooting breakdowns and calling for repairs
• Serves and protects the program’s clients by adhering to relevant professional standards, hospital policies and procedures, and legislation such as the Freedom of Information and Protection of Privacy Act
• Performs tasks related to inventory administration
• Enhances the team’s reputation and quality improvement by taking responsibility for requests as they arise, as well as, exploring novel opportunities that add value to team accomplishments and create efficiencies 

Qualifications include but are not limited to:

• Completion of a recognized post-secondary Office Administration – Medical program, or comparable
• Demonstrated knowledge and experience using medical terminology, and processes (e.g. referrals, bookings, registration, client facing experience, etc.)
• Demonstrated ability to work well in a workflow-based environment serving various departments in Ambulatory Care
• Demonstrated ability to work independently and within a team
• Demonstrated ability to respond to and effectively manage multiple requests and competing priorities in a busy clinic environment
• Excellent interpersonal, communication and customer service skills and in working with geriatric clientele from diverse cultural backgrounds
• Demonstrated critical thinking skills, problem solving experience and the ability to take initiative in implementing creative solutions
• Demonstrated ability to respond to and effectively manage multiple requests and competing priorities in a busy clinic environment 

What is Preferred:

• At least two (2) years related experience in healthcare
• Experience working with outreach and ambulatory teams within an academic teaching Centre
• Ability to communicate in a second language (e.g. Russian, Spanish or Tagalog)
• Knowledge of Meditech
• Knowledge of and experience with payroll systems (UKG and Empath)
• Excellent keyboarding and computer skills, including proficiency with software programs such as MS Word, Excel, Adobe, SharePoint and scheduling programs
• Community outreach experience is an asset