Department: Health / Medical Services
Position: Medical Department Receptionist
Employment Status: Casual
Reports To: Health Director Location:
Location:
Position Summary
The Casual Medical Department Receptionist provides reception and administrative support to Potlotek First Nation’s Medical Department on an as-needed basis.
This position may provide coverage for staff absences, vacation, illness, training, increased departmental needs, or other operational requirements. Hours are not guaranteed and may vary depending on the needs of the Health Department.
As a first point of contact for community members accessing medical services, the Receptionist is responsible for providing respectful, professional, organized, and confidential service to clients, families, health professionals, and visitors.
Training will be provided on site to ensure the successful candidate is familiar with departmental procedures, scheduling systems, confidentiality requirements, and day-to-day responsibilities.
Key Responsibilities
- Greet community members, clients, families, visitors, and health professionals in a respectful and professional manner.
- Answer and direct telephone calls, messages, and general inquiries.
- Schedule, confirm, reschedule, and cancel medical appointments as required.
- Notify appropriate medical staff when clients arrive for appointments.
- Maintain appointment schedules for Nurse Practitioners, nurses, physicians, visiting specialists, and other health professionals.
- Assist clients with general information regarding Medical Department services and appointment processes.
- Complete general administrative duties including filing, scanning, photocopying, data entry, correspondence, and document preparation.
- Receive, organize, and distribute medical documents and correspondence to appropriate staff.
- Maintain accurate client information and assist with updating contact information as required.
- Support clinical staff with administrative tasks as requested.
- Maintain an organized, professional, and welcoming reception and waiting area.
- Assist with appointment reminders and follow-up scheduling when directed by medical staff.
- Communicate schedule changes, cancellations, and relevant information to clients and staff.
- Maintain professional communication with pharmacies, hospitals, clinics, specialists, and other external health providers when required.
- Assist with Medical Department clinics, visiting professionals, meetings, programs, and community health initiatives as required.
- Provide reception coverage for other Health Department staff when requested.
- Perform other related duties as assigned by the Health Director or designate.
- Confidentiality and Privacy
- The Medical Department Receptionist will have access to sensitive personal and medical information and must always maintain a high level of confidentiality.
- The successful candidate must:
- Protect all client and medical information.
- Follow Potlotek First Nation confidentiality, privacy, and records-management procedures.
- Ensure confidential documents and medical information are stored and handled securely.
- Refrain from discussing client information outside of appropriate professional circumstances.
- Immediately report any privacy or confidentiality concerns to the Health Director or designate.
Qualifications
- High school diploma or equivalent preferred.
- Previous reception, administrative, medical office, clinic, or health experience is considered an asset but is not required.
- Medical Office Administration, Office Administration, Business Administration, or related education is considered an asset.
- Experience working within a First Nation or community-based organization is considered an asset.
- On-site training will be provided to the successful candidate.
Knowledge, Skills and Abilities
The successful candidate should demonstrate:
- Strong interpersonal and customer service skills.
- Professional and respectful communication.
- Strong organizational and time-management skills.
- Willingness and ability to learn new systems and procedures.
- Ability to work effectively in a busy medical environment.
- Strong attention to detail and accuracy.
- Ability to maintain confidentiality and exercise good judgment.
- Ability to manage multiple tasks and changing priorities.
- Ability to work independently and as part of a team.
- Basic computer skills, including email and Microsoft Office.
- Understanding of Mi’kmaw culture, values, and community is considered an asset.
- Mi’kmaw language skills are considered an asset.
Casual Employment Requirements
- Hours of work will vary based on operational needs.
- There are no guaranteed minimum hours.
- The employee may be contacted to provide coverage on short notice.
- Availability during regular Medical Department operating hours is preferred.
- Additional hours may be offered during staff absences, vacation periods, clinics, special programming, or periods of increased demand.
- The casual employee is expected to communicate their availability and advise the Department of any changes to their availability.
- The successful candidate will receive on-site orientation and training before being expected to independently perform assigned duties.
Additional Requirements
The successful candidate may be required to provide:
- A satisfactory Criminal Record Check.
- Vulnerable Sector Check, where required.
- Satisfactory employment references.
- Any additional documentation required under Potlotek First Nation employment policies.
- Core Competencies
- Confidentiality and Integrity
- Respect and Professionalism
- Client Service
- Reliability
- Communication
- Organization
- Attention to Detail
- Teamwork
- Cultural Awareness
- Adaptability
- Willingness to Learn
- Commitment to Community
Potlotek First Nation is committed to providing respectful, culturally appropriate, and community-centred health services. The Casual Medical Department Receptionist supports this commitment by helping ensure community members are welcomed, treated respectfully, and connected with appropriate medical services.
Preference may be given to qualified Indigenous applicants in accordance with Potlotek First Nation hiring practices and applicable requirements.
How to Apply:
Interested applicants are asked to submit a resume and cover letter outlining how their education, experience, and skills meet the requirements of the position.
Applications must include:
- Cover Letter
- Resume
- Three Professional References
- Criminal Record Check
Please submit applications to:
Robert Wolfe, Human Resources
[email protected]
Application Deadline: October 1, 2026
Only complete application packages will be considered.
