Job Description / Duties

The Senior Medical Administrative Assistant plays a key role in ensuring the smooth daily operation of the reception and patient coordination functions. This position is responsible for delivering exceptional front-line service, supporting clinic workflow, and maintaining accurate patient and administrative processes.

This role is offered as a 12-month contract, with strong potential to transition into a permanent position based on performance and organizational needs.

Duties and Responsibilities

Reception.
Answer general phone inquiries using a professional and courteous manner.
Direct phone inquiries to the appropriate staff members.
Reply to general information requests with the accurate information.
Greet patients/suppliers/visitors to the organization in a professional and friendly manner.
General Administrative Services.
Forward voicemail from the general mailbox to the appropriate department/staff member making sure emergencies are dealt with in a timely manner.
Sort incoming mail, faxes, and courier deliveries for distribution.
Prepare and send outgoing faxes, mail, and courier parcels.
Sort lab reports and file material according to the established procedure.
Inventory, purchase, receive and store the office supplies ensuring that basic supplies are always available.
Participate in the training of new staff.
Administrative Services for Patients.
Call referred patients to book and/or confirm appointment dates and time.
Send out appointment confirmation letters.
Enter new patients into VP/eIVF.
Check out new patient (instruct patient on how to prepare for SONO/SALP).
Assemble new patient charts.
Book counseling appointments.
Bill outpatients for procedures and medications.
Ensure that the sign-up sheets & all Andrology procedures labels are prepared for next days activities.

Qualifications / Required Skills

Skills and Behaviors

Good oral and communication skills.
Strong administrative skills and basic computer skills.
Ability to multitask and stay calm under pressure.
Self-directed, Motivated, Compassionate.
Able to function well within a team environment.
Ability to assess situation to determine the importance, urgency, and risks, and make clear decisions which are timely and in the best interests of the organization.
Qualifications

Post-secondary education in administration, business or office management is an asset.
3–5 years of experience in a medical clinic or healthcare setting; previous experience in fertility is a strong asset.
Good oral and communication skills.
Strong administrative skills and basic computer skills.
Ability to multitask and stay calm under pressure.
Self-directed, Motivated, Compassionate.
Able to function well within a team environment.
Ability to assess situation to determine the importance, urgency, and risks, and make clear decisions which are timely and in the best interests of the organization.

Additional Information

Working Conditions

Monday to Friday, weekends and Holidays as scheduled.

Contact Information

Please send your application to: raluca@createivf.com

Employer Profile

CReATe Fertility Centre is a leading fertility and reproductive health organization dedicated to delivering compassionate, patient-centered care supported by clinical excellence and innovation. Our multidisciplinary team includes physicians, nurses, embryologists, ultrasound technologists, counselors, and administrative professionals who work collaboratively to support individuals and families through every stage of their fertility journey.

We operate in a fast-paced, high-touch healthcare environment where professionalism, empathy, and operational precision are essential. Our culture values accountability, teamwork, and continuous improvement, with a strong focus on creating a supportive experience for both patients and staff.