Admin Support 9 - Post Transplant

SJH St. Joseph's Healthcare Hamilton; Hamilton; On-site; CAD 4,023,000 - 4,419,000; Full time

Job summary

St. Joseph’s Health System (SJHS) seeks an Administrative Clerk for the Post Transplant Clinic in Hamilton. You will register patients, schedule referrals and tests, and coordinate with the renal transplant team to ensure smooth clinic operations.

The role requires a medical terminology certificate, a two-year diploma in medical office administration, and prior hospital outpatient experience. Strong typing and MS Office skills are essential, with EPIC/Dovetale familiarity preferred.

Qualifications

• Two-year college diploma in Office Administration – Medical required.
• Medical terminology certificate required.
• Minimum one year of experience in a hospital outpatient setting.
• Typing speed of 50 words per minute.
• Proficiency in Word, Outlook, Teams, and Excel.
• Experience with patient registration and scheduling software.
• Experience with Dovetale/EPIC preferred.
• Strong written and spoken communication.
• Ability to plan, prioritize, and work with minimal supervision.
• Ability to work independently and in a team.

Responsibilities

• Greet and register patients and direct them to waiting areas.
• Assist intake, triage, and scheduling for new referrals and consultations.
• Schedule patient appointments, follow-ups, and tests with relevant departments.
• Enter patient data into systems and assist with reports for operations.
• Triage clinic calls, address concerns, and route inquiries as needed.
• Maintain confidential patient information per policy.
• Coordinate and communicate appointment details with care teams.
• Maintain clinic schedules and ensure efficient bookings.

Skills

Typing 50 wpm

Communication

Organization

Prioritization

Education

Two-year College Diploma in Office Administration – Medical

Medical terminology certificate

Tools

Microsoft Word

Microsoft Outlook

Microsoft Teams

Microsoft Excel

Dovetale/EPIC

Job description

Position Details

Job Number: JR01964, Department: Post Transplant Clinic, This position may be scheduled at any of the following sites: Charlton Campus (Hamilton Downtown), Job Type: Temporary (Fixed Term), Full time, Contract Duration: (If applicable) 19 months, Number of Positions: 1, Union: CUPE Local 786, Hourly Rate (Min / Max): $29.52 - $32.08, Schedule Work Days: Monday to Friday, Time of Day: Days, Shift: Hours - 7.5, Shift Start: (If applicable) AM 08:00, AM 08:30, AM 09:00, AM 09:30, Reason for Posting: Posting is for a role with an existing vacancy, Application Dates Opening Date: 2026-09-17, Closing Date: 2026-09-24

Position Summary

This position provides administrative support to the day-to-day operations within the Renal Transplant Clinics. All patient-related details and clinic activities are coordinated to support the smooth operation of the clinics and adherence to hospital policies and procedures.

Qualifications

• Minimum two-year College Diploma in Office Administration – Medical required.
• Medical terminology certificate.
• Minimum one year of experience in a hospital outpatient setting.
• Minimum typing speed of 50 words per minute.
• Intermediate proficiency in Microsoft Office applications, including Word, Outlook, Teams, and Excel.
• Intermediate knowledge of spelling, medical spelling, and medical terminology.
• Recent experience working in a hospital setting with patient registration and scheduling software.
• Experience with Dovetale/EPIC is preferred.
• Ability to communicate effectively both verbally and in writing.
• Ability to take responsibility, plan, prioritize, and complete tasks with minimal supervision.
• Ability to work independently and collaboratively as part of a team.
• Ability to perform well under pressure and manage competing priorities.
• Excellent attendance record is required.

Responsibilities

• Greet and register patients, assist with recording weight, and direct patients to the appropriate waiting area.
• Support the intake, triage, and scheduling of new patient referrals and consultation appointments.
• Schedule patient appointments, follow-ups, referrals, and any required or follow-up tests/procedures through appropriate departments, such as blood work, biopsy, x-ray, and ultrasound.
• Enter patient and clinic data into relevant systems/software and assist with generating reports and statistics to support clinic operations and quality monitoring.
• Triage incoming calls to the clinic, address immediate concerns, and refer other calls as required, including phone calls, reminder calls, faxes, emails, Dovetale messages, letters, and mail.
• Scan, file, and maintain accurate and confidential personal health information in accordance with clinic and hospital policies.
• Process clinical orders from physicians and care team members by coordinating, scheduling, and communicating appointment details.
• Maintain provider and master clinic schedules, create and maintain Dovetale templates, and ensure effective appointment bookings in accordance with scheduling guidelines, Ontario Renal Network/Trillium Gift of Life Network guidelines, and other initiatives aimed at maximizing clinic volumes.
• Participate in quality improvement initiatives locally and with partner organizations such as the Ontario Renal Network and Trillium Gift of Life Network.
• Order supplies and educational materials, submit work orders, conduct unit health and safety inspections, perform unit opening and closing duties, and maintain organized, clean, and well-stocked clinic spaces.
• Perform additional tasks as assigned by the Clinical Manager to support clinic operations.

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.