Medical Office Assistant - 30-37.5 hours/week, Permanent

August 12th, 2026

Overview

Reporting to the Peterborough Family Health Team (PFHT) Clinical Manager, the Medical Office Assistant (MOA) serves as a key point of contact for patients and provides administrative support to a collaborative, multidisciplinary team of Interprofessional Healthcare Providers (IHPs), including mental health clinicians, pharmacists, and dietitians. The MOA plays an important role in supporting the coordination and delivery of services that improve access to primary care and enhance the quality of care provided to patients.

This is a permanent full-time position (0.8-1.0 FTE; 30-37.5 hours per week) working in Downtown Peterborough.

Responsibilities

Working with patients and clinicians in a healthcare setting, the MOA will:

• Receive and process referrals submitted to Interprofessional Healthcare Providers (IHPs), including contacting patients to explain available services and schedule appointments.
• Liaise with clinicians regularly to review and prioritize referrals.
• Prepare correspondence for patients regarding anticipated wait times and, where appropriate, provide information about other services they may access while awaiting an appointment.
• Schedule and coordinate patient appointments using the electronic medical record (EMR).
• Greet patients upon arrival and promptly notify the appropriate clinician of their arrival.
• Complete appointment reminder calls as required to help minimize missed appointments.
• Perform a variety of confidential and non-confidential administrative and clerical duties, including word processing, scheduling meetings, relaying messages, processing mail, faxing, and data entry.
• Track missed appointments and communicate relevant trends or concerns to referring physicians.
• Maintain an appropriate inventory of office supplies.
• Coordinate and maintain team vacation and scheduling calendars, as required.
• Attend internal team meetings and PFHT/FHO meetings, as required.
• Maintain PFHT tracking lists and compile and submit required Ontario Health (OH) data on a quarterly basis.
• Participate in problem-solving and process improvements to support efficient service delivery and enhance patient care.
• Contribute to a safe, respectful, and inclusive work environment.
• Maintain confidentiality and protect patient privacy in accordance with organizational policies and applicable legislation.
• Provide referring physicians with updates regarding the status of referrals, as appropriate.
• Provide administrative coverage and support to other administrative roles during vacation, leaves, or other absences, as required.
• Perform other duties as assigned based on organizational need.

Hours Of Work

Hours of service are pre-established per employment agreement and may require some evenings and weekends. Any deviation from the established schedule shall not negatively impact upon the provision of service to the patient population

Qualifications

• Post-secondary education in a related field such as business administration considered an asset OR completion of Medical Secretary Course (medical terminology, pharmacology).
• Demonstrated effective verbal and written communication, interpersonal and public relations and problem-solving skills.
• Proficiency in computer applications: Windows, Microsoft Office Suite (Word, Excel, Outlook, etc.), email and internet research.
• Previous medical office experience preferred.
• Previous experience with Electronic Medical Records preferred.
• Experience in telephone triage and booking appointments preferably in a family medicine practice.
• Ability to set priorities and organize work accordingly in a busy office setting with multiple professionals.

Additional Benefits Of Joining The Peterborough Family Health Team

• A provincial leader among Family Health Teams in Ontario
• Excellent team/office environment
• Multidisciplinary team expertise
• Organizational commitment to work-life balance
• HOOPP Pension Plan
• Optional Extended Health and Dental Plan
• Life/Disability Insurance Plan
• Health Care spending account
• EAP

The Peterborough Family Health Team are leaders in advocating for full vaccination against the COVID-19 virus and its variants, for persons who are medically able to receive the vaccination. All applicants should know that PFHT employees are expected to support this position and if medically able, maintain full vaccination.

Interested candidates can email their resume and cover letter to ***email_hidden*** by the application deadline.

• Application deadline: August 25, 2026
• Hours: 30-37.5 hours/week – Monday to Friday
• Expected start date: Sept 15, 2026
• Job type: Permanent
• Salary: $20.19 to $22.73 /hour

The Peterborough Family Health Team is actively committed to creating a diverse and inclusive workplace and encourages applications from all qualified candidates. The Peterborough Family Health Team offers accommodation for applicants with disabilities in its recruitment processes. We thank all applicants for their interest; however, only candidates selected for further consideration will be contacted.

Posted in Careers, PFHT Employed Opportunities