SAFER Medical Office Administrator

The posting

AVI HEALTH & COMMUNITY SERVICES (AVI) is a multi-disciplinary community-based organisation providing HIV, hepatitis C and harm reduction services out of 5 locations across Vancouver Island. AVI provides services to people living with HIV and hepatitis C and harm reduction clients. We take evidence-based action to prevent infection, provide support, and reduce stigma. We work within a social justice and health promotion framework to ensure equity and access to services for all. At the core of what we do is our ability, and commitment to, creating meaningful connections. Every day, we strive to create meaningful connections between clients and staff, between peers, between staff members, between organizations, between communities, and between funders and impactful programs. For more info see www.avi.org

THE VICTORIA SAFER INITIATIVE is a flexible, community-based, prescribed safe supply model with health care provider oversight. Its goal is to save and affirm the lives of people who use drugs by providing safer, pharmaceutical alternatives to the currently toxic supply. SAFER is located on the territories of the Ləkʷəŋən peoples (Esquimalt and Songhees nations).

JOB SUMMARY:

Under the direct supervision of the SAFER Coordinator, the Medical Office Administrator (MOA) will provide MOA support for the SAFER program within a harm reduction setting, similar to an Overdose Prevention Site. The team includes MDs, Nurses, System Navigators, Support Workers and a Pharmacy.

KEY DUTIES AND RESPONSIBILITIES:

1. Performs and ensures completion of all administrative duties for the SAFER program.
2. Performs reception duties at the SAFER program space including welcoming participants and responding to questions and requests, making appointments or referrals, etc.
3. Maintains record keeping/filing systems including oversight of the JUNO Electronic Medical Records (EMR) system and MSP billing.
4. Manages medical referrals according to clinical staff members’ instructions and procedures.
5. Receives and prioritizes incoming medical records and materials and prepares documents and materials for medical clinics and/or participant visits as required.
6. Upholds the highest level of patient confidentiality regarding patient and team information in accordance with PIPA and FOIPPA protocols.
7. Supports the Program Manager to receive invoices, follow up on variances, and review and reconcile monthly visa statements, petty cash, and program cheque requests.
8. Responsible for ordering and maintaining supplies, including restocking supplies and equipment as well as ordering things for the Nurse team.
9. Compiles and prepares statistical and program information.
10. Maintains calendar of appointments and schedules for program staff.
11. Operates general office equipment including phones, computers, copiers, etc.
12. Demonstrates professional working relationships with other community agencies.
13. Works closely with all team members to create positive work environment.
14. Ensures the daily huddle sheet is ready for the meeting, Tuesday to Thursday mornings at 9:30am.
15. Performs other related duties as assigned.

QUALIFICATIONS, SKILLS & ABILITIES:

• Minimum two years’ recent medical office experience and/or harm reduction services experience, or an equivalent combination of education, training, and experience.
• Excellent office administrative computer skills and organizational skills.
• Excellent communication and interpersonal skills required to work effectively with co-workers, clients, community, and other service providers.
• Knowledge of general office procedures including reception, basic medical terminology, and use of computer programs such as Word, Excel and Outlook.
• Experience with JUNO EMR system is an asset (training provided).
• High comfort level and flexibility with ongoing program development.
• High comfort level working in a harm reduction setting with people who use substances.
• Excellent organizational skills, attention to detail and problem-solving skills.
• Excellent communication and interpersonal skills required to work effectively with program participants and co-workers with diverse personal and professional backgrounds.
• Ability to remain calm and organized in a busy environment.
• Ability to communicate clearly and respectfully, including during higher pressure times when there may be people presenting in crisis or overdose response may be required.
• Interest and ability in working with people who use substances and are put at risk due to structural barriers and violence.
• Demonstration of personal values that include harm reduction and social justice by/for people who use/d illegal substances.
• Basic knowledge in the areas of mental health, substance use and addiction, harm reduction/health promotion, HIV/AIDS, Hepatitis C, and structural violence such as poverty and colonization.
• Ability to organize and prioritize daily tasks.
• Ability to establish and maintain respectful rapport with participants who face systemic violence and trauma.
• Physical ability to carry out the duties of the position.
• Experience with occupational health and safety standards and procedures.
• Ability to work independently and in cooperation with others.
• Ability to prioritize work duties independently.
• Ability to evaluate and monitor administrative systems and procedures.

POSITION DETAILS:

• Pay: $32.04/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: 22.5 hours per week and shift falls on Tuesday, Wednesday and Thursday 8:30am to 4:30pm
• Start and end date: October 18, 2026 and ending on March 31, 2027.
• Location: AVI Victoria and in the community as needed
• Number of positions available: 1
• Union: AVI is a union environment under the Collective Agreement: HEABC & Health Services & Support Community Subsector Association 2025-2029 and this role is a BCGEU union position.
• Position Type: Regular, Part Time
• 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. At this time, AVI contributes an additional 9.31% towards your pension account. If you are not already a member of the Municipal Pension Plan, part time staff may become eligible after 2 years with AVI.
• BC Transit ProPASS: AVI participates in the BC Transit ProPASS program in Victoria, offering staff a 15% discount on annual transit passes.
• Other Perks: This position gets 6.4% vacation (equivalent to 3 weeks), receives Stat In Lieu payments of 5% on each paycheque and has a Sick Bank of 6.9%. Sick and Vacation are both accessible after your first 488 hours at AVI.
• Hours of Work, Days Off and Work Area may be subject to change.

TO APPLY:

Please click on ‘To apply’ and submit your Resume and Cover letter( optional). This posting is open until October 18, 2026 5:00pm .

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.