Admin Support 8 - ENT

SJH St. Joseph's Healthcare Hamilton; Hamilton; On-site; CAD 41,000 - 44,000; Part time

Job summary

St. Joseph’s Health System (SJHS) is seeking an administrative assistant to support the ENT clinic and interact with patients and families. The role involves front-desk duties, scheduling, data entry, and collaboration with registration clerks, under the policy framework of SJHS.

Applicants must have a medical office admin qualification, medical terminology, and healthcare experience; proficient with MS Word, Excel, PowerPoint; strong communication and teamwork are essential.

Qualifications

• Post-secondary diploma/certificate in medical office administration or equivalent.
• Medical Terminology Certificate.
• Minimum 1 year experience in health care environment.
• Intermediate skill level in MSWord, PowerPoint and MSExcel.
• Familiarity with registration and scheduling database systems.
• Intermediate keyboarding and transcription skills.
• Demonstrated ability to accept responsibility plan prioritize and complete tasks with minimal supervision.
• Effective communication skills and the ability to deal with the public with tact and diplomacy. Excellent customer service orientation.
• Ability to perform well as a contributing member of a team.
• Good organizational and analytical problem-solving skills.

Responsibilities

• Functions in a public relations and reception capacity as initial contact with patients and families utilizing the services of the clinics handling departmental communications and contact with clients at all levels.
• Handles all incoming phone calls and enquiries to the desk in an efficient and courteous manner. Referrals are made and individuals are directed accordingly.
• Coordinates patient scheduling and registration through the use of several computer applications including PHS data entry. This includes telephone reminders to patients and follow-up on missed appointments.
• Verifies and updates patient information prepares patient charts validates OHIP cards and ensures that all patient records are processed efficiently and managed with the utmost confidentiality following all standards determined by admission discharge and transfer.
• Provides administrative support including transcribing or typing routine reports manuals correspondence and sorts/distributes mail faxes and emails.
• Utilizes appropriate software programs or computer applications to maintain payroll workload and related statistics and prepare reports.
• Maintains accurate files of reports requisitions invoices and miscellaneous records in a prescribed manner archiving on an annual basis.
• Handles payroll details and updates staff schedules.
• Attends training sessions and in services.
• Ensures all supplies and/or services required by the Program are adequately stocked and/or requisitioned in a timely manner.
• Participates in the orientation and training of new staff and students.
• Supports the activities of a number of departmental and committee meetings i.e. coordinates booking schedules attends meetings records and transcribes minutes and distributes agenda items/minutes.
• Performs other office duties as assigned by the Manager or designate.

Skills

Effective communication

Customer service

Team player

Organizational skills

Analytical problem-solving

Education

Post-secondary diploma/certificate in medical office administration

Medical Terminology Certificate

Tools

MS Word

PowerPoint

MS Excel

Job description

Position Details

Job Number: JR02273

Department: ENT Head and Neck Residency Clinic

This position may be scheduled at any of the following sites: Charlton Campus (Hamilton Downtown)

Job Type: Temporary (Fixed Term), Part time

Contract Duration: (If applicable) 15 months

Number of Positions: 1

Union: CUPE Local 786

Hourly Rate (Min / Max): $29.4 - $31.92

Schedule Work Days: Monday to Friday

Time of Day: Days

Shift: Hours - 7.5

Shift Start: (If applicable) AM 08:00

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

Application Dates:

Opening Date: 2026-10-01

Closing Date: 2026-10-08

Job Description

Position Summary

This position provides administrative support to ENT clinic and interacts directly with patients and their families and the unit receptionist and registration clerk. The incumbent communicates directly within the unit(s) and to other hospital departments. All related duties and responsibilities adhere to the policies and procedures of St. Joseph's Healthcare.

Qualifications

• Post-secondary diploma/certificate in medical office administration or equivalent combination of education and experience.
• Medical Terminology Certificate.
• Minimum 1 year experience in health care environment.
• Intermediate skill level in MSWord Powerpoint and MSExcel.
• Clerical testing may be required as part of the selection process.
• Familiarity with registration and scheduling database systems.
• Intermediate keyboarding and transcription skills.
• Demonstrated ability to accept responsibility plan prioritize and complete tasks with minimal supervision.
• Effective communication skills and the ability to deal with the public with tact and diplomacy. Excellent customer service orientation.
• Ability to perform well as a contributing member of a team.
• Good organizational and analytical problem-solving skills.

Responsibilities

• Functions in a public relations and reception capacity as initial contact with patients and families utilizing the services of the clinics handling departmental communications and contact with clients at all levels.
• Handles all incoming phone calls and enquiries to the desk in an efficient and courteous manner. Referrals are made and individuals are directed accordingly.
• Coordinates patient scheduling and registration through the use of several computer applications including PHS data entry. This includes telephone reminders to patients and follow-up on missed appointments.
• Verifies and updates patient information prepares patient charts validates OHIP cards and ensures that all patient records are processed efficiently and managed with the utmost confidentiality following all standards determined by admission discharge and transfer.
• Provides administrative support including transcribing or typing routine reports manuals correspondence and sorts/distributes mail faxes and emails.
• Utilizes appropriate software programs or computer applications to maintain payroll workload and related statistics and prepare reports.
• Maintains accurate files of reports requisitions invoices and miscellaneous records in a prescribed manner archiving on an annual basis.
• Handles payroll details and updates staff schedules.
• Attends training sessions and in services.
• Ensures all supplies and/or services required by the Program are adequately stocked and/or requisitioned in a timely manner.
• Participates in the orientation and training of new staff and students.
• Supports the activities of a number of departmental and committee meetings i.e. coordinates booking schedules attends meetings records and transcribes minutes and distributes agenda items/minutes.
• Performs other office duties as assigned by the Manager or designate.

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]).

At St. Joe’s Hamilton, we believe in nurturing new talent, providing an inclusive and supportive work environment with meaningful growth opportunities, and exciting benefits and rewards. Whether you're passionate about providing compassionate care or eager to gain new skills, there’s a place here for you to grow, learn, and succeed!

Dignity. Respect. Service. Justice. Responsibility. Enquiry.