Admin Support 7 - Cleghorn

St. Joseph's Healthcare Hamilton; Hamilton; On-site; CAD 40,000 - 43,000; Part time

Job summary

St. Joseph's Healthcare Hamilton is seeking a part‑time, temporary clerical/receptionist to support registration, scheduling and operations at the Cleghorn Early Intervention Clinic in Hamilton.

Responsibilities include handling calls, registering clients, managing health records, and providing general admin support. Requires Grade 12 plus admin certificate, and experience in a mental health/outpatient setting is preferred.

Qualifications

• Grade 12 diploma or equivalent and a 1‑yr college admin certificate required.
• Minimum of 1 year experience in a mental health/outpatient setting preferred.
• Medical terminology certificate is required.
• Basic skills in MS Word, Excel and PowerPoint.
• Basic spelling and typing skills required.
• Clerical testing may be required in selection.
• Proven proficiency with internal systems (e.g., Dovetale) required.
• Excellent interpersonal relationships while handling multiple tasks.
• Experience with youth and families from diverse backgrounds preferred.
• Excellent organizational and problem‑solving skills required.

Responsibilities

• Handle calls and unscheduled visits; initiate referrals as needed.
• Register clients and schedule, cancel, and reschedule appointments.
• Assist with health records management.
• Provide administrative support: typing, mail distribution, faxing, photocopying, filing.
• Track petty cash for the office.
• Maintain waiting area and clinical charting/supply room.
• Assist in developing new administrative procedures for the clinic.
• Prepare inpatient admission packages and data entry as required.
• All other duties as assigned.

Skills

Interpersonal skills

Organizational skills

Problem solving

Self-initiative

Attendance reliability

Multitasking

Youth & families experience

Education

Grade 12 diploma + 1‑yr college admin certificate

Medical terminology certificate

Tools

MS Word

MS Excel

MS PowerPoint

Dovetale

Job description

Position Details

Job Number: JR02494

Department: Cleghorn Program Hamilton

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

• West 5th Campus (Hamilton Mountain)

Job Type: Temporary (Fixed Term), Part time

Contract Duration (If applicable): 17 months

Number of Positions: 1

Union: CUPE Local 786

Hourly Rate (Min / Max): $28.89 - $31.4

Schedule

Work Days: Monday to Friday

Time of Day: Days

Shift: Hours - 6

Shift Start: (If applicable) AM 09:00

Reason for Posting: Posting is for a role with an existing vacancy

Application Dates

Opening Date: 2026-10-20

Closing Date: 2026-10-27

Job Description

Position Summary: This position provides clerical and reception support to the registration scheduling and operational functions of the Cleghorn Early Intervention Clinic.

Qualifications:

• Grade 12 diploma or equivalent and a minimum of a one-year college business/administrative certificate required
• Minimum of one year experience working in a mental health setting preferably in an outpatient setting
• Medical terminology certificate
• Basic skill level in MS Word Excel and PowerPoint required
• Basic skill level spelling required
• Basic skill level typing required
• Clerical testing may be required as part of the selection process
• Proven proficiency with internal systems (ie. Dovetale) required
• Maintain excellent interpersonal relationships while handling multiple tasks
• Experience working with youth and families from diverse backgrounds prefered
• Excellent organizational and problem-solving skills required
• Ability for self-initiative and independence of action required.
• Excellent work performance and attendance record is essential.

Responsibilities:

Some responsibilities include:

• Handles telephone calls and unscheduled visits ensuring appropriate action according to the nature of the situation initiating referrals and relaying messages as required
• Registers clients and schedules client appointments confirming canceling and rescheduling appointments as needed
• Assisting with the management of health records
• Provides administrative support by typing routine correspondence distributing mail faxing photocopying and administrative filing
• Tracks petty cash for the office
• Ensures orderliness of waiting area and clinical charting/supply room
• Assists in development of new administrative procedures in clinic as required
• Prepares inpatient admission packages
• Data entry as required
• All other duties as assigned

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]).