Admin Support 10 - Intake Assistant - Connect

St. Joseph; Hamilton; On-site; CAD 42,000 - 63,000; Full time

Job summary

St. Joseph’s Health System is seeking an administrative professional for the West 5th Campus in Hamilton. The role involves handling intake calls, referrals, and appointment scheduling within a mental health and addictions program, with confidentiality and teamwork emphasized.

The candidate will transcribe referrals, manage electronic records, and support clinicians while coordinating with staff and external partners. A 16-month term and CUPE Local 786 union position are noted.

Qualifications

• Diploma in medical office administration from an accredited institution is required.
• Medical terminology certificate is required.
• Advanced MS Word and Excel skills are needed.
• Typing speed of at least 55 wpm is required.
• Minimum 2 years in a mental health/addictions program interacting with patients and families.
• Minimum 2 years of administrative support in a busy healthcare setting.
• Intake experience in mental health/addictions is required.
• Knowledge of mental health resources and crisis services is essential.
• Proficiency in data entry and in RedCap and EPIC systems.

Responsibilities

• Maintains confidentiality and releases information per policy.
• Answers calls on a live line and intake calls to gather information.
• Transcribes referrals into the electronic medical record and verifies completeness.
• Supports clinicians with triaging referrals and schedules appointments.
• Maintains team calendar, emails, and meeting logistics.
• Collaborates with MHAP and community partners on referrals.
• Maintains an up-to-date resource database for patients and families.
• Communicates professionally with staff, physicians, learners, and departments.

Skills

MS Word

MS Excel

Typing 55 wpm

Data entry

Communication

Conflict resolution

Organizational skills

Intake experience

Mental health knowledge

Interpersonal skills

Electronic medical records

EPIC

RedCap

Internet searches

Professionalism

Team collaboration

Problem solving

Education

Medical office administration diploma

Medical terminology certificate

Tools

EPIC

RedCap

Internet searches

Job description

Position DetailsJob Number:JR01782Department:Connect MHAPThis position may be scheduled at any of the following sites:West 5th Campus (Hamilton Mountain)Job Type:Temporary (Fixed Term), Full timeContract Duration: (If applicable)16 monthsNumber of Positions:1Union:CUPE Local 786Hourly Rate (Min / Max):ScheduleWork Days:Time of Day:Shift:Shift Start: (If applicable)Reason for Posting:Application DatesOpening Date:2026-08-20Closing Date:2026-08-27Job DescriptionQualifications:•2-year post-secondary diploma in medical office administration at an accredited institution•Medical terminology certificate required•Advanced skill level in MS Word and MS Excel.•Accurate keyboarding skills with a minimum typing speed of 55 wpm.•Minimum 2 years’ experience working in a mental health and addictions program interacting with patients and families•Minimum 2 years' experience providing administrative support to staff in a busy healthcare setting•Intake experience in mental health and addictions required•Demonstrated commitment to the values of Service, Responsible Stewardship, Community Responsiveness and Respect.•Demonstrated ability to communicate in a sensitive and non-judgmental manner with psychiatric patients/clients, including youth and their families.•Demonstrated knowledge of existing mental health resources, programs and crisis services, both internal and external to SJHH, coupled with the ability to help clients and families in accessing appropriate clinical supports.•Proficiency in data entry and the use of specialized computer applications: RedCap, EPIC and Internet searches.•Superior oral and written communication skills with demonstrated grammatical aptitude, good spelling and punctuation.•Ability to communicate with staff, physicians, learners, and other hospital departments in a professional and diplomatic manner.•Ability to maintain composure while handling multiple tasks, frequent interruptions and stressful situations.•Ability to problem solve independently. Effective conflict resolution skills, including the ability to diplomatically respond to all inquiries•Professional, with good organizational skills with ability to set own priorities and work with minimal supervision.•Good work performance and attendance record is essentialReponsibilities:•Maintains confidentiality and release of information in accordance with hospital policy at all times.•Obligation to review and commit to applicable departmental and hospital policies and procedures at all times.•Answer calls from a live answer line and respond appropriately to intake calls from patients, families and service providers to ensure caller obtains information they require.•Answers all self-referral calls and collects all the relevant administrative and clinical information required.•Transcribes all referrals in the electronic medical record. Collects missing information from referral source.•Reviews all internal referrals to ensure referral is complete and missing information is collected.•Supports clinician staff on the team with administrative duties related to triaging referrals.•Schedules all clients for their appointment with the service. Provides information about the appointment and service. Clients are transferred to live line for scheduling from clinicians and/or included on a work queue list for the intake admin to maintain.•Duties are shared across a team with task assignments varying by day and priority.•Collaborates with other MHAP and community partners regarding program referrals (e.g., other MHAP departments).•Maintains resource database of community services by ensuring information is accurate and up to date and presented in a user-friendly way as resources will be shared with patients, families, and referral sources.•Obtains charts from Health Records and/or Provider Portal•Enters and books all clinical appointments and maintains group attendance records in appropriate databases/systems•Maintains team calendar, individual schedules and general e-mail account.•Takes minutes, organizes meetings, sends out agenda and sets up equipment for team meetings.•Responds to Unannounced Arrivals at the West 5th Campus with a clinician. Identifies what the individual is looking for support with and provides information/support as required.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 ([e-mail]).