Administrative Support 09

Position Details

Posting #:  33719
Department:  Integratd Comprehensive Care Program
Employee Type:  Regular, Full Time
If Temporary, Number of Weeks:  
Union:  CUPE
Openings Remaining:  1
Reason for Posting:  This is a new position.

Schedule

Work Days:  Monday to Friday
Time of Day:  Days
Shift:  7.5 hour
Shift Start:  8:30 Hours are subject to change based on operational requirements.
This position may be scheduled at any of the following sites:  Charlton Campus (Hamilton Downtown)

Application Dates

Opening Date: 10/03/2026
Closing Date: 17/03/2026  Applications must be received online by 12:00 midnight on the Closing Date

Position Description

POSITION SUMMARY
This position provides administrative and secretarial support and coverage to the departments and programs within the Director's portfolio including registration, scheduling, statistical reporting and day-to-day operations and interactions with patients, staff and public. The incumbent ensures all related duties and responsibilities adhere to the policies and procedures of SJHH. 

QUALIFICATIONS
• Minimum Grade 12 diploma or equivalent with a 2-year diploma in medical and/or office administration
• Medical terminology certificate
• 1-year experience working in a clinical area 
• Intermediate skill level in a variety of computer applications and equipment: MSWord, Excel, Access, PowerPoint, Visio
• Accurate keyboarding skills of 55wpm, advanced level with excellent transcription skills
• Clerical testing may be required as part of the selection process
• Experience with electronic patient scheduling, staff scheduling and registration 
• Ability to communicate effectively and tactfully, both in-person and by telephone
• Maintain excellent interpersonal relationships while handling multiple tasks, conflicting priorities and frequent interruptions
• Good organizational and problem-solving skills, with ability to set own priorities and work with minimal supervision
• Basic accounting skills
• Working knowledge of relevant legislation and collective agreements (ONA, OPSEU and CUPE)
• Managing competing priorities and meeting deadlines
• Ability to shift priorities and prioritize co-ordination as needed based on the different area that requires support while meeting deadlines

RESPONSIBILITIES
• Coordinates scheduling of patients and staff (with latter signed off by the Manager) using appropriate hospital programs and manual systems that exist 
• Initiates appropriate reminder calls and following up on cancelled and missed appointments for patients, and follow-up calls to staff
• Maintaining and updating master schedules for Nurses
Develops and maintains schedules for both units and staffing coordination
• Provides administrative support by handling reception duties, incoming mail, phone calls, faxes, e-mails and typing and filing all in an efficient and professional manner
• Registers patients upon arrival, verifying all pertinent patient details and following all standards prescribed by admission, discharge and transfer 
• Processes telephone and written patient referrals, obtaining necessary intake information and updating waiting lists accordingly
• Maintains accurate files of clinical records, ensuring discharged patient health records are transferred to Health Records as per established guidelines and reports are forwarded to appropriate parties
• Assists with supply and inventory maintenance, including creating po's and arranging for payment of department and program expenses
• Completes statistical reporting including data entry, audits, submissions and reports to meet departmental, program and organizational standards
• Schedules and attends meetings, distributes agendas, and takes and distributes minutes of meetings
• Maintains the databases, policies and procedures, and website on MyStJoes  
• Payroll and Attendance management 
• Purchasing and ordering
• Responsible for scheduling orientation, education, training for staff
• Performs other duties as assigned by the Director or her delegate(s)

St. Joseph’s Health System (SJHS) and its member organizations are equal opportunity employers and strives for equity, inclusiveness, and diversity in all programs, practices, facilities, and people. We foster a culture of patient and staff safety where all positions comply and work in conjunction with the Mission, Vision, and Core Values.

We thank all applicants for their interest, however, only those selected for an interview will be contacted. SJHS and its member organizations are committed to a barrier-free recruitment and selection process - please inform us should accommodation be required at any point in the recruitment process (recruit@stjoes.ca).