Medical Office Assistant- Full Time

AVI HEALTH & COMMUNITY SERVICES (AVI) is a multi-disciplinary community-based organization, providing HIV, hepatitis C and harm reduction services out of 5 locations across Vancouver Island. AVI provides services to more than 500 people living with HIV and hepatitis C and more than 3000 harm reduction clients. We work within a social justice and health promotion framework – ensuring equity and access to services for all – and from a harm reduction perspective, understanding that clients are the best sources of knowledge regarding the services and supports they need. AVI provides comprehensive, accessible, and effective education, prevention, care, treatment, and support services to residents of Vancouver Island with offices in Victoria, the Westshore, Nanaimo, the Comox Valley and Campbell River. For more info see:

THE ENHANCED HARM REDUCTION SERVICE (EHR) is a new program operating out of our Community Health Centre in Nanaimo. The EHR is a flexible, community-based, harm reduction program that will provide pharmaceutical alternatives to the toxic street drug supply along with wrap around supports. Our services are delivered across the traditional territories of the Snuneymuxw, Stz’uminus, and Snaw'naw'as People.

Join our supportive, dedicated and client-centred team in promoting the health, dignity and well- being of all people affected by HIV, HCV and substance use by delivering sex-positive and harm reduction-based education, prevention and/or support services.


The Medical Office Assistant will assist in the daily operation of the medical office by performing medical and secretarial duties and help to maintain an efficient and cooperative operation. The successful candidate will be comfortable working in a multi-disciplinary team setting as well as working independently with minimal supervision. The nature of our work means the pace and workflow within the clinic can change daily – candidates must be comfortable working in busy reception areas and a quiet office. The successful candidate in this role will split their time between the CHC and EHR to support each team on their higher volume days. As such, this position is ideal for someone who enjoys working in dynamic, busy environments as part of a team.


  1. Upholds the highest level of patient confidentiality regarding patient and team information in accordance with PIPA and FOIPPA protocols.
  2. Transcribes patients’ prescriptions into EMR using a keyboard and mouse with high accuracy.
  3. Maintains clinic workflow by scheduling patient appointments, follow-ups, and sending reminders to ensure patient attendance.
  4. Maintains record keeping/filing systems. Screens, prioritizes, and distributes incoming records, faxes, emails, phone calls, and other materials.
  5. Manages medical referrals according to physician’s instructions and procedures.
  6. Prepares documents and materials for medical clinics and/or patient visits as required.
  7. Participates with client intake by assisting clients with intake paperwork, point of care tests, and transition in and out of the clinic.
  8. Assists in observation of clients pre and post administration of medications in collaboration with nursing and support teams.
  9. Provides and maintains a clean, welcoming, and safe reception area for patients.
  10. Collects, reads, and enters all point of care tests.
  11. Enters, Codes, and Submits appointment details for reimbursement from provincial and national healthcare plans according to medical billing procedures.
  12. Assists in the completion of other secretarial and administrative duties for the clinic.
  13. Works with team to create positive, healthy, clinic environment.
  14. Performs other related duties as assigned.


  • Minimum two years’ recent medical office experience, or an equivalent combination of education, training, and experience.
  • Excellent communication and interpersonal skills required to work effectively with co- workers, clients, community, and other service providers.
  • Able to respectfully engage and support Indigenous relationships, with a trauma informed and decolonial lens.
  • Demonstrated commitment to the policy and practice of harm reduction, cultural safety, and trauma and violence informed practices.
  • Understanding of the impact on individual health and well-being, as well as the considerations for service delivery related to systemic barriers associated with poverty, mental health, substance use, trauma, racism, ongoing colonialism, heterosexism, and gender discrimination.
  • A well-developed self-care practice to ensure resiliency working in a challenging industry.
  • Experience with MOIS system is an asset.
  • Experience with occupational health and safety standards and procedures.
  • Valid Class 5 BC Driver’s License.
  • Ability to communicate effectively, both verbally and in writing.
  • Knowledge of medical terminology and medical office procedures.
  • Ability to plan, organize, and prioritize.
  • Ability to work independently and in cooperation with others.
  • Ability to analyze and solve problems.
  • Proof of Vaccination Status, as required by the Provincial Health Order for Hospital and Community Health Care Services staff.


  • Pay: $30.20/hour to start with stepped increases based on your seniority with AVI. (Pay for this role is based on the BCGEU paygrid 31)
  • Hours and Schedule: Full time- 37.5 hours/week. Potential shifts falling between Monday to Friday 9:30 am to 5:30 pm. Hours may shift to include Saturday or Sunday coverage in the future, with notice. 
  • Term: Starting as soon as possible and end date as of March 31, 2026
  • Location: This position works out of the Nanaimo Community Health Centre, located at 102-55 Victoria Road, Nanaimo BC
  • Union: AVI is a union environment under the Collective Agreement: HEABC & Health Services & Support Community Subsector Association 2022-2025 and this role is a BCGEU union position.
  • Benefits: This position will be eligible for extended health, life and AD&D coverage after 488 hours with AVI.  AVI pays for the entire cost of the plan on behalf of its staff.
  • Pension: If you are already a member of the Municipal Pension Plan (MPP), you can continue with them at AVI immediately.  If not, after 488 hours, you will be eligible to join the Municipal Pension Plan. At this time, AVI contributes an additional 9.31% towards your pension account.
  • Other Perks: This position gets 6% vacation (equivalent to 3 weeks), receives a paid day off for every Stat Holiday and Easter Monday and accrues a Sick Bank of 6.9%.  Sick and Vacation Days are both available to be used after your first 488 hours at AVI.
  • Proof of Vaccination Required: AVI is under BC's Health Services Order and continues to require proof of vaccination.
  • Hours of Work, Days Off and Work Area may be subject to change.


To apply, please send your resume and cover letter to by 5 pm on April 28, 2024.

AVI is committed to equity and diversity, and we strongly encourage applications from, but not limited to, folks who identify as Indigenous Persons, persons of colour, racialized, persons living with a disability, persons who use/d drugs, persons with experience of sex work, persons who live with HIV and/or hepatitis C, and persons representing diverse genders and sexualities.

It is beneficial to identify in the cover letter if you are Indigenous and/or have lived/living expertise relevant to the position.

Accommodations are available on request for candidates taking part in all aspects of the selection process.

As AVI is a union environment, internal staff will be prioritized in the hiring process.

We would like to thank all those that apply but only those selected for an interview will be contacted.