Medical Administrative Assistant - Department of Psychiatry - Regular Full-Time - 2026-18979 (2026-18979)

Job summary

Provide administrative support to multiple physicians, including managing clinic and academic schedules, responding to inquiries, and coordinating patient appointments, referrals, and virtual visits. Maintain medical records and consult notes, prioritize urgent requests, coordinate meetings, and communicate professionally with patients and clinical staff.

Job details

The Sunnybrook Department of Psychiatry Partnership is currently recruiting full time Medical Administrative Assistant for our midsized medical practice. The position provides administrative support to multiple physicians in the department as well as clinic patient intake. The Administrative assistant will be responsible for the clinical and administrative services associated with the operation of the clinics. Key Duties Provides support to multiple physicians managing and maintaining their schedules for clinics, therapy clinics and academic duties. Scheduling and managing of outpatient clinics for multiple physicians/ residents/ fellows/PAs in relevant information systems as required. Responding to phone, e-mail and fax inquiries and other medical related administrative duties as assigned Schedules patients for a variety of medical appointments, procedures and diagnostic tests, notifying patient of scheduled or cancelled clinics and providing alternative appointments. Processing referrals and booking new consults (managing database) Arrange virtual visits between patients and physicians Knowledge of proofreading and formatting consult notes and use of medical records system Prioritizing urgent tasks and requests from physicians Scheduling administrative and academic meetings, coordinating the logistics and distributing the materials for each. Maintaining professional communication with staff (physicians, fellows, residents, students, co-workers and management) and dealing with urgencies Experience taking minutes if required Updating physician CV’s Other duties as assigned by department when needed. Qualifications/Skills Post-secondary degree or diploma in Office Administration, or recognized equivalent, or a combination of education and experience. Demonstrate advanced working knowledge of Microsoft outlook, Word, Excel and PowerPoint. Prior experience as a Medical Administrative Assistant in a fast paced outpatient clinic setting. Academic or community hospital experience is preferred. Demonstrate ability to take initiative and act independently using sound judgment as well as accepting direction Demonstrate excellent written and oral communication skills and good team player skills Excellent time management skills; attention to detail; the capacity to prioritize by assessing situations to determine urgency Ability to work independently and balance multiple work demands, including time sensitive requests Good interpersonal skills and ability to relate to and work well with a diverse group of individuals including patients suffering mental health illness Tact and discretion in dealing with sensitive and confidential issues Desire and ability to take on new and added responsibilities Must have maintained satisfactory attendance standards Ability to maintain strict confidentiality Knowledge of medical terminology Please note: This is Sunnybrook Psychiatrists “the Partnership” opportunity and not a Sunnybrook hospital opportunity.

What you’ll do

Provide administrative support to multiple physicians, including managing clinic and academic schedules, responding to inquiries, and coordinating patient appointments, referrals, and virtual visits. Maintain medical records and consult notes, prioritize urgent requests, coordinate meetings, and communicate professionally with patients and clinical staff.

Requirements

A post-secondary degree or diploma in Office Administration, a recognized equivalent, or a combination of education and experience is required, along with medical terminology knowledge and advanced proficiency in Microsoft Office. The role calls for prior medical administrative experience in a fast-paced outpatient clinic, strong communication and organizational skills, sound judgment, discretion, and the ability to manage competing demands independently.

Listed skills

• Time management · Preferred
• written communication · Preferred
• Microsoft Excel · Preferred
• Microsoft Word · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Medical Administration
• Clinic Scheduling
• Patient Intake
• Referral Processing
• Appointment Booking
• Medical Records Systems
• Medical Terminology
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Written Communication
• Verbal Communication
• Time Management
• Confidentiality
• Minute Taking

Job areas

• Healthcare
• Administrative

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