Medical Administrative Assistant in Scarborough, Ontario at Canadian Mental Health Association Toronto Branch

Medical Administrative Assistant – Primary Care (Full Time – Permanent)

The Role and Opportunity The Medical Administrative Assistant, Primary Care provides essential administrative, clerical, and operational support to the Primary Care program within an integrated primary care and mental health setting. The role supports the delivery of high‑quality, person‑centred care by ensuring the smooth coordination of clinical and administrative processes, including scheduling, client flow, documentation, communication, and records management.

Working closely with members of the Primary Care team, the Medical Administrative Assistant plays a critical role in promoting continuity of care, timely access to services, and a positive client experience. The position supports clients with diverse and complex needs and contributes to a trauma‑informed, recovery‑oriented, and culturally responsive care environment. Practice is grounded in primary health care principles, confidentiality, professionalism, and adherence to organizational policies and legislative requirements.

Salary: $48,392 – $53,032

Hours of Work: 35 per week

About CMHA Toronto

CMHA Toronto is the city’s leading community mental health agency. We provide accessible, quality care for Toronto residents through programs, research and advocacy that create belonging and hope. At CMHA Toronto, we take a client-first, recovery-oriented approach to supporting people and their families when they experience mental health challenges or live with mental illness. By integrating health and social care, we provide services that aid in long-term wellness including housing, employment, community connections and so much more. Our goal? Help everyone thrive in the community.

Responsibilities

Provide administrative support to the Primary Care team, including clinical documentation and referralsSupport client intake, consent collection, andaccuraterecord‑keepingSchedule, confirm, and manage appointments to ensure efficient clinic flowProvide reception coverage, including clientcheck‑in, phone support, and waiting area managementTrack referrals,follow‑ups, and diagnostic testing; escalate urgent issues per protocol

Liaise with internal teams and external providers (hospitals, labs, pharmacies, community agencies)

Maintainaccurate, confidential electronic medical records and ensure compliance with privacy and legislative requirements

Support data reporting, audits, and quality improvement activities

Engage clients usingtrauma‑informed, culturally safe,recovery‑orientedpractices

Foster a welcoming, inclusive, and accessible clinic environment

Experience & Education Required

Education

Diploma in medical office administration or a related discipline.

Related Experience:

Minimum of 2 years’ experience in a medical office, primary care, community health, or mental health settingExperience supporting clinicians in afast‑paced,client‑facinghealthcare environmentExperience working with electronic medical records and client scheduling systemsDemonstrated ability to manage competing priorities whilemaintainingaccuracy and attention to detailExperience working with diverse populations and sensitive informationSkills Required

This role is expected todemonstratecompetencies aligned with CMHA Toronto’s framework, includingself‑awareness, collaborative leadership,client‑centredfocus, innovation and forward thinking, solutions and results orientation, and strong ethics and judgment.Strong organizational,time‑management, and multitasking skillsExcellent verbal and written communication skillsHigh levelof professionalism, discretion, and confidentialityAbility to work independently and collaboratively within an interprofessional teamProficiencywith computers, including Microsoft Office applications and electronic health record systemsDemonstrated competencies aligned with CMHA Toronto’s framework, includingclient‑centredfocus, collaboration, ethical judgment, andsolutions‑orientedpracticeKnowledge of privacy legislation (PHIPA) and healthcare documentation standards

Why Choose CMHA Toronto?

If you care about mental illness and mental health and you have the right skills, then CMHA Toronto may be the place for you. We have a positive and fair workplace culture, where staff are provided with opportunities for learning and advancement.

Our benefits include:

Health Care of Ontario Pension Plan (HOOPP), a predictable, secure monthly income upon retirement Comprehensive Group Health Insurance – Health, Dental, Vision, Paramedicals Short-term and Long-term Disability programs and life insurance to protect your income upon illness or injury Work-life balance and flexibility – to ensure you have time for the things that matter to you Annual Professional Development Funding for career learning and advancement Work with like-minded, passionate individuals and make an impact on mental health service delivery Build genuine and authentic connections, with colleagues and clients, with the goal of making a difference CMHA Toronto is an award-winning workplace committed to fostering a culture of collaboration, empathy, and accountability. Our staff value the flexibility in work schedules, the emphasis on work-life balance, and the organization's commitment to continuous learning through training and development opportunities. Many employees highlight the strong sense of community and support that make CMHA Toronto feel like more than just a workplace—it feels like a community.