Job Description

Our client in the healthcare industry is hiring for an Office Manager to join their busy family medicine clinic. This role is ideal for a professional with leadership experience in a clinical setting who enjoys wearing multiple hats. The Office Manager will be responsible for overseeing daily administrative operations, training and supporting clinic staff, and ensuring efficient workflow across the team. This position also includes hands-on support as a medical office assistant (MOA) when needed and may involve some evening or weekend hours as required.

• Location & Work Model: Fully on-site in Ottawa

• Schedule: 37.5 hours per week, Monday to Friday, with one monthly evening shift and one monthly Saturday morning shift 

• Duration: Permanent full-time opportunity

Key Responsibilities

• Supervise and support a team of 6 administrative staff, including scheduling and ongoing training

• Participate in the onboarding and hands-on training of new hires, ensuring cross-coverage across all roles

• Evaluate staff performance and provide constructive feedback

• Monitor and adjust workflow to improve clinic efficiency

• Maintain staff schedules at least two weeks in advance and report hours to the bookkeeper for payroll

• Perform Medical Office Assistant (MOA) tasks to stay directly familiar with daily operations and provide support during periods of overflow

• Coordinate ordering of medical and office supplies while monitoring clinic expenses

• Oversee compliance with privacy regulations and occupational health and safety policies

• Ensure accurate and timely maintenance of patient records and reconciliation of billing and insurance reports

• Organize and lead periodic staff meetings and report operational updates to the physician team

• Utilize and troubleshoot clinic software systems, including EMR (Telus PS Suite) and the clinic's phone system

Qualifications & Requirements

• Minimum 5 years of experience in a medical clinic setting (family medicine required)

• Proven leadership, supervisory, or management experience

• Strong understanding of clinic operations, EMR systems (Telus PS Suite experience an asset), and billing procedures

• Excellent interpersonal and communication skills, with a collaborative and proactive mindset

• Highly organized and adaptable, with strong problem-solving abilities

• Comfortable handling both front-line administrative work and behind-the-scenes operations

• Post-secondary education in a related field is an asset but not mandatory