At Support House, we open doors, minds, and possibilities. We build opportunities, we inspire change, and we transform health care. We believe everyone deserves support.
Support House is directed by our core values. They guide our agency’s decisions and actions, unite our staff, define our brand, and inspire our culture. We connect by building meaningful relationships. We put people first by supporting them to direct their own path. We focus on holistic wellness. We foster engagement through designing housing, supports and the system together.
Support House offers supportive housing options, community outreach, peer support and building system capacity.

THE MAIN PURPOSE OF THIS POSITION

The Medical and Administrative Office Assistant plays a key role in ensuring the day-to-day operations of the Mobile Health Team run smoothly and efficiently. This includes managing client referrals and records, scheduling and confirming appointments, maintaining supplies and inventory, and supporting program documentation and communications. This position requires a high level of organization, attention to detail, and the ability to interact professionally and compassionately with clients, staff, and community partners.

RESPONSIBILITIES

Internal Role

• Screen and upload client referral forms into the Electronic Medical Record (EMR) system (e.g., PS Suite); create and maintain client charts.
• Maintain electronic and physical filing systems for the Mobile Health Team.
• Ensure all digital and paper documents, materials, and resources are organized and accessible.
• Prepare and distribute staff meeting agendas and minutes.
• Coordinate onboarding and orientation for new staff in collaboration with the Manager.
• Track and manage an inventory of health-related supplies (e.g., wound care, urine drug screening kits).
• Distribute gift cards and bus passes to clients and maintain distribution logs.
• Monitor and manage the Mobile Health Team’s general email inbox.
• Answer the Mobile Health Team reception phone, direct calls, and take messages.
• Maintain confidentiality of all client information in accordance with PHIPA and organizational policies
• Work collaboratively with frontline health and peer support staff to ensure seamless coordination of care

External Role

• Schedule client appointments with internal providers and external specialists, diagnostics, and labs.
• Confirm scheduled client appointments and provide reminders as needed.
• Support the flow of communication between the Mobile Health Team and external partners, when appropriate.

Professional Development Work

• Align professional practice with the Ontario College of Social Workers and Social Service Workers (OCSWSSW) code of conduct and ethics, if applicable.
• Ground professional conduct in Housing First principles and trauma-informed approaches.
• Remain current with relevant training, best practices, and learning opportunities.
• Participate in regular supervision, annual performance reviews, and team debriefings.
• Engage in relevant Communities of Practice.

Personal Development Work

• Regularly reflect on personal wellness strategies to sustain healthy work practices.
• Communicate any work-related needs for accommodation, support, or clarification to appropriate staff.
• Take part in scheduled breaks and other wellness-promoting activities during the workday.
• Maintain personal wellness, including accessing external supports or EAP resources as needed.
• Disclose and navigate dual relationships within the organization and with PES when applicable.

KNOWLEDGE AND SKILLS NECESSARY TO BE SUCCESSFUL IN THIS ROLE

• College diploma in Medical Office Administration, Administrative Assistance, Volunteer Management, Non-Profit Administration, Health, Human Services, or a related field — or an equivalent combination of education and relevant experience.
• 1–3 years of experience in an administrative or medical office assistant role.
• Experience working in the mental health, addictions, or housing sectors is an asset.
• Demonstrated interpersonal, organizational, and written communication skills.
• Ability to work independently and collaboratively in a multidisciplinary team environment.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Experience with EMR systems such as PS Suite is an asset.
• Strong administrative and data entry skills to support tracking and documentation.
• Demonstrated cultural humility and sensitivity to the needs of diverse populations
• Lived experience relevant to the populations served is considered an asset
• Valid driver’s license and access to a vehicle is considered an asset.
• Current First Aid, CPR, and Naloxone training is an asset.