Clinic Operations Lead

Job Description

Our client in the healthcare field is hiring a Clinic Operations Lead to help drive smooth day-to-day functioning of a busy family medicine environment. This is a great permanent opportunity for a hands-on leader who understands the fast-moving nature of family practice, thrives in administrative coordination, and can coach and guide a front-desk team while keeping the clinic running efficiently. Location & Schedule

• On-site role based in Ottawa

• 37.5 hours per week, Monday to Friday

Key Responsibilities

• Coordinate and oversee the daily activities of front-desk staff, ensuring appropriate coverage and patient flow throughout the day

• Lead staff onboarding and actively coach new and current team members to ensure consistency and efficiency across roles

• Provide occasional support in patient-facing administrative tasks during peak hours or staff shortages, maintaining a strong grasp of day-to-day clinic operations

• Use EMR software (Telus PS Suite) and internal systems to ensure accurate patient recordkeeping, appointment scheduling, and billing support

• Maintain an updated and proactive staff schedule, reporting hours for payroll in collaboration with the clinic’s finance contact

• Organize supply ordering and expense tracking for both administrative and medical inventory

• Participate in ongoing operational improvements to enhance clinic workflow, communication, and team coordination

• Support compliance with privacy and health & safety protocols

• Assist physicians with operational updates and team management matters as required

• Help plan and lead internal team meetings or staff communications to ensure alignment and clarity across roles

Required Background & Skills

• At least 5 years of administrative experience in a clinical setting, with direct experience in a family medicine environment required

• Proven ability to lead and support a small administrative team in a busy, patient-focused setting

• Highly organized and capable of managing multiple priorities while maintaining attention to detail

• Skilled communicator with a collaborative mindset and a proactive, problem-solving approach

• Comfortable working with EMR systems; experience with Telus PS Suite is considered an asset

• Education in healthcare administration, office management, or a related field is an asset but not mandatory