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Sault Area Hospital

Office Assistant – Outpatient Addictions Program – Temporary Full Time

Sault Ste. Marie, ON, Canada

Full-time

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Job details

Job type: Full-time
Apply by: Dec 2, 2026
Experience: Minimum 1 year experience working in health care environment in an administrative capacity
Posting language: English
Posted: Nov 2, 2026

Original job description

Purpose

To provide comprehensive clerical and administrative support to the Outpatient Addiction Services portfolio within the Mental Health and Addictions Program. This temporary full-time position will be assigned to the recently decentralized Outpatient Addiction Services clerical portfolio, supporting the coordination of services and day-to-day operations across outpatient programs.

Key responsibilities include client and group scheduling and registration, management of reservation lists, coordination of admissions and discharges, preparing charts for Health Records, statistical and financial tracking, and the preparation and submission of monthly JV reports. Additional responsibilities include maintaining accurate electronic and paper health records, data entry, generating reports, coordinating community appointments, responding to client inquiries, and managing inventory and supply requisitions.

Duties

To provide clerical support to clients and staff of the Mental Health and Addictions portfolio
Schedule in person and virtual appointments, for clients and group programs
Order and restock supplies as needed
Facilitate phone calls and return messages in a prompt manner
Fax and copy information as required, including medication prescriptions and medication lists
File and retain both paper and electronic health records.
Create documents and spreadsheets as needed
Prepare, organize and maintain both paper and electronic filing systems.
Provide intake services for clients over the phone or in person
Complete monthly and quarterly data collection for reporting and program funding
Maintain client reservation and waitlists
Submit work orders as needed for general maintenance, IT issues, and Health and Safety concerns
Create letters and mail to clients and or other care partners
Contact the Ministry of Health to update client’s OHIP Health Cards in the system
Collect, track, and mail invoices as required
In some programs you may be responsible for tracking and recording transactions, keeping up-to date records, and performing accuracy checks on financial data
Create, distribute, and input Ontario Perception of Care Surveys for clients
Other duties as assigned

Qualifications

Certificate in Health Office Administration or Diploma in Office Administration or equivalent education and/or experience

Experience

Minimum 1 year experience working in health care environment in an administrative capacity

Abilities

Knowledge and ability to navigate phone calls, messages, or in person crisis situations that can be unsettling regarding mental health and addictions, as well as calling to do wellness checks on Clients
Knowledge of or experience using Electronic Medical Records systems
Knowledge of hospital software applications such as Meditech, Meditech-AMB, Patient Care Systems, Community Wide Scheduling, Order Entry, Agility, Sysco, Catalyst and CRMS
Ability to meet deadlines as expected
In depth knowledge and proficiency using Microsoft Office applications including formulas
Ability to use fax and photocopy machines
Proficiency in using telephone systems, computers, tablets, video and phone conference equipment
Proficiency in data entry, keyboarding, and filing systems
Demonstrated ability to organize time effectively to perform the duties of the position
Willingness to work in all programs under the Out Patient Mental Health and Addictions portfolio
Demonstrated ability to maintain successful working and client relationships with the ability to meet and interact in a pleasant and professional manner
Knowledge of Medical, and Mental Health and addiction terminology
Ability to work independently
Ability to adapt to working in a high paced environment where the work is constantly changing
Knowledge of Ministry related statistical reporting
Ability to provide confidentiality and secure Client information according to the Personal Health information Protection Act (PHIPA)
Demonstrated behavior consistent with the Sault Area Hospital Values and mission statement and standards of performance

Note: Because of the changing nature of the work and work to be done, other responsibilities and duties may be assigned and qualifications may be adjusted from time to time.

Individuals will be selected on the basis of their ability, experience and qualification as identified in the resume which they have attached to the posting application form. The Hospital reserve the right to conduct a formal interview and/or testing where required.

Reason for Job Posting: Existing Vacancy

Sault Area Hospital does not use artificial intelligence (AI) to screen, assess or select applicants for a position.

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More about this job

Responsibilities

Provide clerical and administrative support to outpatient mental health and addiction programs, including scheduling, intake, records management, client communications, and coordination of admissions and discharges. Maintain waitlists, prepare statistical and financial reports, manage supplies and requisitions, and support day-to-day program operations.

Requirements

Requires a certificate in Health Office Administration, a diploma in Office Administration, or equivalent education or experience, plus at least one year of administrative experience in a healthcare environment. Candidates should be proficient with Microsoft Office, data entry, electronic medical records, and confidential health information, and able to manage changing priorities and communicate professionally with clients and staff.

Skills

Appointment Scheduling
Client Intake
Health Records Management
Electronic Medical Records
Data Entry
Statistical Reporting
Financial Tracking
Microsoft Office
Waitlist Management
Telephone Communication
Confidentiality
Time Management
Customer Service
Medical Terminology
Crisis Communication
Filing Systems

Visa sponsorship

Not detected in the job text

Keywords

Outpatient Addiction Services
Mental Health
Addictions
Health Office Administration
Office Administration
Electronic Medical Records
Meditech
Meditech-AMB
Patient Care Systems
Community Wide Scheduling
Order Entry
Agility
Sysco
Catalyst
CRMS
Microsoft Office
PHIPA
Health Records
Client Intake
Appointment Scheduling
Waitlists
Admissions and Discharges
Statistical Reporting
Financial Tracking
Ontario Perception of Care Surveys
Ministry of Health
OHIP
Medical Terminology
Data Entry
Confidentiality

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