Practice Administrator
Canadian Association of Midwives
Practice Administrator – Midwifery Practice
Location: Grey and Bruce Counties Employment Type: Full-Time
Reports To: Practice Partners
Midwives Grey Bruce is seeking an organized, detail-oriented, and compassionate Practice Administrator to support the smooth day-to-day operations of our busy midwifery practice. This role is central to ensuring exceptional client care, efficient clinic administration, financial management, and strong communication among midwives, staff, and community partners.
The ideal candidate is highly organized, professional, comfortable managing multiple priorities, and experienced in healthcare administration, bookkeeping, and client relations. Experience in midwifery or community healthcare settings is preferred.
Key Responsibilities
Clinic Operations
Oversee the smooth daily operation of the midwifery practice
Maintain strict confidentiality at all times
Ensure office policies and procedures are consistently followed
Attend practice meetings and provide updates, reports, and recommendations
Provide professional and supportive communication with clients, staff, midwives, and community partners
Answer and direct phone calls appropriate
Complete client intake forms and maintain waiting lists
Retrieve and manage voicemail messages and faxes
Assist with scheduling appointments, ultrasounds, lab tests, and consultations
Collaborate closely with administrative staff and Midwives
Maintain communication regarding office activities, progress, and operational concerns
Support outreach and community engagement initiatives
Financial & Administrative Management
Prepare monthly Transfer Payment Agency (TPA) invoices and projections
Complete Caseload Variable entries
Submit monthly TPA documentation within required deadlines
Prepare quarterly TPA reports and assist with annual budget proposals
Maintain monthly invoiced client logs and travel logs for midwives
Prepare and maintain annual budgets and monthly financial projections
Prepare and submit budget requests to ministry and grant funding applications
Prepare payments and invoices and payroll
Track and prepare midwife reconciliation payments
Liaise with practice accountant
Client Information & Database Management
Enter and maintain client information within clinic databases
Manage client charts and filing systems
Complete online birth registrations
Manage and input data into BORN and other reporting systems
Prepare quarterly attendance reports for primary and backup midwives
Supplies, Equipment & Office Management
Ensure the clinic environment is safe, clean, and well supplied
Order office and midwifery supplies
Maintain and update inventory lists
Compare supplier pricing and coordinate purchasing
Maintain office equipment, computer hardware, and software
Assist with office maintenance communication with landlord/property management
Maintain filing systems for records, accounts, and government forms
Perform sterilization and autoclaving of clinical instruments and equipment in accordance with infection prevention and control standards
Qualifications & Skills
2–3 years of experience in healthcare administration, medical office administration, or a similar role preferred
Experience In Midwifery, Community Health, Or Maternal/newborn Healthcare Preferred
Strong bookkeeping and financial administration experience
Experience With
Accuro EMR (asset)
Sage 50 (asset)
Microsoft Office and Excel
General office and database management systems
Excellent organizational and multitasking skills
Strong interpersonal and communication abilities
Ability to maintain confidentiality and professionalism
Experience coordinating schedules, reports, and office systems
Ability to work independently and collaboratively within a team environment
Ability to work flexibly as job duties evolve
Assets
Familiarity with Ontario midwifery funding and reporting systems
Knowledge of TPA processes
Experience with healthcare compliance and records management
What We Offer
Supportive and collaborative team environment
Meaningful work supporting families and community healthcare
Opportunity to contribute to the growth and efficiency of a dynamic midwifery practice
To Apply
Competitive compensation based on experience
Please submit your resume and cover letter to ***email_hidden*** with the subject line: Practice Administrator Application – [Your Name]
We thank all applicants for their interest; however, only those selected for an interview will be contacted.
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