Senior Administrative Assistant CReATe Fertility Centre

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.

• 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 accurate information.
• Greet patients/suppliers/visitors to the organization in a professional and friendly manner.
• Forward voicemail from the general mailbox to the appropriate department/staff member, ensuring 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 office supplies, ensuring basic supplies are always available.
• Participate in the training of new staff.
• Administrative Services for Patients:
• Call referred patients to book or confirm appointment dates and times.
• 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 and all Andrology procedure labels are prepared for the next day’s activities.

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 a situation, determine 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.

Working Conditions:

Monday to Friday, weekends and holidays as scheduled.

Please send your application to:

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.