Admin Support 9

SJH St. Joseph's Healthcare Hamilton; Hamilton; On-site; CAD 41,000 - 45,000; Full time

Job summary

SJH St. Joseph's Healthcare Hamilton is seeking an Administrative Support role to assist the Clinical Manager with day-to-day staffing operations across the centralized scheduling office and nursing resource allocation.

This position involves coordinating schedules and leveraging staffing technologies to ensure smooth operations. Ideal candidates hold a 2-year diploma, medical terminology certificate, and strong MS Excel/Word skills, with at least 3 years of hospital admin experience.

Qualifications

• Requires 2-year post-secondary diploma in office administration - health services.
• Medical terminology certificate preferred.
• Minimum 3 years of administrative support in a fast-paced hospital program.
• Proven commitment to Service, Respect, and teamwork.
• Proficient in MS Excel and MS Word.
• Experience with staffing scheduling systems.
• Typing speed of at least 45 wpm.
• Ability to communicate effectively by phone and in person.
• Strong organizational skills and ability to manage multiple tasks.

Responsibilities

• Maintains confidentiality and release of information.
• Review and commit to hospital policies and union agreements.
• Maintain effective internal and external communications.
• Contributes to continuous quality improvement initiatives.
• Updates schedules daily for central staffing needs.
• Provides support to Centralized Staffing and Scheduling Office and Manager.
• Utilizes computer applications to maintain data and compile statistics.
• Maintains current departmental lists and program documents.
• Assists in facilitating non-clerical support.
• Supports SJHS equal opportunity and inclusiveness.

Skills

Excellent communication

Strong organization

Ability to work under pressure

Typing speed 45 wpm

Education

2-year post-secondary diploma in office administration - health services

Medical terminology certificate

Tools

MS Excel

MS Word

Staffing scheduling systems

Job description

Position Details

• Job Number: JR02471
• Department: Operational Command Center
• Job Type: Regular, Full time
• Contract Duration: (If applicable) 0 months
• Number of Positions: 1
• Union: CUPE Local 786
• Hourly Rate (Min / Max): $30.11 - $32.72
• Schedule Work Days: Monday to Sunday
• Time of Day: Days, Evenings
• Shift: Hours -12, Hours - 7.5
• Shift Start: (If applicable) AM 06:00, PM 14:00
• Reason for Posting: Posting is for a role with an existing vacancy
• Application Dates Opening Date: 2026-10-15
• Closing Date: 2026-10-22
• Site: Charlton Campus (Hamilton Downtown)

Position Summary

This position supports the activities of the Clinical Manager of the Operational Command Center as they relate to the day-to-day staffing operations of units within the scope of the centralized staffing and scheduling office and allocation of nursing resource team members across the organization. Staff will leverage staffing and scheduling technologies to complete their day-to-day operations. Operational details and unit activities are coordinated to ensure things run smoothly and in accordance with the policies and procedures of the hospital.

Qualifications

• 2-year post-secondary diploma in office administration- health services from an accredited institution
• Medical terminology certificate
• Minimum 3-years experience providing administrative support in a fast paced hospital program setting
• Demonstrated commitment to the values of Service, Responsible Stewardship, Community Responsiveness and Respect
• Intermediate skill in MS Excel and MSWord
• Previous experience working with staffing scheduling systems
• Accurate keyboarding skills with a minimal typing speed of 45 wpm
• Clerical testing may be required as part of the selection process
• Ability to communicate effectively and tactfully, both in person and by telephone
• Maintain excellent interpersonal relationships while handling multiple tasks, frequent interruptions and stressful situations
• Strong organization skills, with ability to set own priorities and work with minimal supervision

Responsibilities

• Maintains confidentiality and release of information in accordance with hospital policy at all times
• Obligation to review and commit to applicable departmental, hospital policies and procedures and union collective agreements at all times
• Maintains effective internal and external communications through the sharing and timely dissemination of information
• Contributes to continuous quality improvement initiatives on a regular basis
• Updates schedules daily as applies to day-to-day central staffing needs of centralized in-scope program/units, including call-outs to fill open shifts
• Provides support to Centralized Staffing and Scheduling Office, Corporate Operations Supervisor, Manager by handling incoming mail, faxes, photocopying, emails, typing various correspondence and maintaining accurate filing system, all in an efficient, accurate and professional manner
• Utilizes appropriate computer application to maintain data and compile statistics for use in auditing and reporting on a variety of central staffing activities
• Maintains current departmental lists, program documents, call-in sheets, assignment sheets, staff education manuals, and the status of pre-grad licenses and re-certifications
• Assists in facilitating non-clerical support for office
• Assists with other unit activities as assigned by Manager 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.

Company Culture & Diversity

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.