Admin Support 9 - Staffing Clerk

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

Job summary

St. Joseph's Healthcare Hamilton is seeking an Administrative Assistant to support the Clinical Manager in the Operational Command Center, focusing on day-to-day staffing operations, centralized scheduling, and allocation of nursing resources across the hospital.

The role requires 2-year post-secondary education in health services administration, medical terminology, and proven experience in a fast-paced hospital environment. Strong MS Office and scheduling system skills are essential.

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 MS Word.
• 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

Skills

Administrative support

Communication

Interpersonal skills

Organization

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: JR02597

Department: Operational Command Center

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) 4 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 - 8

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: 2026-10-27

Closing Date: 2026-11-03

Job Description

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.We foster a culture of patient and staff safety where all positions comply and work in conjunction with 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]).