Admin Support 10 - Intake Assistant - Connect

St. Joseph's Healthcare Hamilton; Hamilton; On-site; CAD 30,000 - 39,000; Full time

Job summary

St. Joseph’s Health System in Hamilton seeks an organized administrative professional to support the Connect MHAP program. You will handle intake calls, referrals, transcription into the EMR, and scheduling with clinicians, while maintaining confidentiality and accuracy in patient records.

You will collaborate with a multidisciplinary team, manage competing priorities, and uphold service, stewardship, community, and respect values in a fast-paced health care setting.

Qualifications

• 2-year post-secondary diploma in medical office administration.
• Medical terminology certificate required.
• Advanced skill in MS Word and MS Excel.
• Typing speed 55 wpm.
• 2+ years in mental health/addictions settings supporting patients and families.
• 2+ years of administrative support in busy healthcare environment.
• Intake experience in mental health/addictions required.
• Demonstrated commitment to SJHS values.
• Ability to communicate with psychiatric patients and families.
• Knowledge of community mental health resources and crisis services.
• Proficiency in RedCap, EPIC and internet searches.
• Strong written and verbal communication; good grammar and punctuation.
• Professional, organized, with initiative and minimal supervision.
• Good attendance and reliable performance.

Responsibilities

• Maintains confidentiality and release of information per hospital policy.
• Review and commit to department and hospital policies and procedures.
• Answer live line and intake calls; provide required information.
• Collect administrative and clinical information from referrals.
• Transcribe referrals into the EMR; obtain missing information.
• Review referrals for completeness and assist clinicians with triage.
• Schedule clients for appointments and provide service details.
• Collaborate with MHAP and community partners on referrals.
• Maintain resource database of community services.
• Obtain charts and book clinical appointments; track attendance.
• Maintain team calendar and manage emails; take minutes.
• Support staff during unannounced arrivals at West 5th Campus.

Skills

Typing 55 wpm

MS Word

MS Excel

Data entry

Strong communication

Professionalism

Confidentiality

Customer service

Interpersonal skills

Problem solving

Organizational skills

Team collaboration

Education

2-year post-secondary diploma in medical office administration

Medical terminology certificate

Tools

RedCap

EPIC

Job description

Position Details

Job Number:

JR01782

Department:

Connect MHAP

This position may be scheduled at any of the following sites:

West 5th Campus (Hamilton Mountain)

Job Type:

Temporary (Fixed Term), Full time

Contract Duration: (If applicable)

16 months

Number of Positions:

1

Union:

CUPE Local 786

Hourly Rate (Min / Max):

Schedule

Work Days:

Time of Day:

Shift:

Shift Start: (If applicable)

Reason for Posting:

Application Dates

Opening Date:

2026-08-20

Closing Date:

2026-08-27

Job Description

Qualifications:

• 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 essential

Reponsibilities:

• 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 theMission, 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]).