Admin Support 9 - T10

St. Joseph; Hamilton; On-site; CAD 41,000 - 45,000; Full time

Job summary

St. Joseph’s Health System (SJHS) in Hamilton is seeking an administrative support role within Acute Psychiatry.

The position focuses on supporting Nurse Managers, coordinating calendars, payroll data, and documentation while upholding confidentiality and professional standards. The role requires a two-year diploma in Office Administration/Health Services, a medical terminology certificate, and at least two years of experience in a healthcare setting.

Qualifications

• Two-year college diploma in Office Administration/Health Services or related program.
• Medical terminology certificate required.
• 2 years related experience.
• Knowledge of Mental Health Act and hospital policies.

Responsibilities

• Maintains databases/spreadsheets and produces correspondence, reports, and statistical data.
• Maintains attendance log and notifies managers of absences.
• Schedules meetings and appointments; records events in Outlook calendar.
• Processes payroll-related paperwork and submits timesheets.
• Prepares staff documents and coordinates building service work orders.
• Drafts minutes and distributes to stakeholders.
• Assists with orientation for new staff and recruitment processes.

Skills

Medical terminology

Organizational skills

Problem-solving

Typing speed

Education

Two-year college diploma

Tools

MS Outlook

MS Excel

MS Word

PowerPoint

EPIC

MyStJoes

SIR

E-Way

Job description

Position DetailsJob Number:JR02443Department:Acute Psychiatry 10 TowerThis position may be scheduled at any of the following sites:Charlton Campus (Hamilton Downtown)Job Type:Temporary (Fixed Term), Full timeContract Duration: (If applicable)12 monthsNumber of Positions:1Union:CUPE Local 786Hourly Rate (Min / Max):$30.11 - $32.72ScheduleWork Days:Monday to FridayTime of Day:DaysShift:Hours - 8Shift Start: (If applicable)AM 07:00Reason for Posting:Posting is for a role with an existing vacancyApplication DatesOpening Date:2026-10-20Closing Date:2026-10-27Job DescriptionPosition Summary:This position provides a diverse range of activities within the Acute Mental Health Program for the Nurse Manager(s). It serves as a liaison with other departmental managers hospital staff and outside agencies and ensures that all administrative support activities for the Nurse Manager(s) are coordinated with efficiency professionalism and confidentiality. The incumbent ensures all related duties and responsibilities adhere to the policies and procedures of the hospital.Qualifications:• Two-year College Diploma in Office Administration/Health Services or related program.• Medical terminology certificate required• 2 years related experience. Knowledge of Mental Health Act• Computer software; Internet Intranet MS Outlook MS Excel MS Word E-Learning MyStJoes SIR Publisher MS PowerPoint Transport E-Way EPIC.• Professional with good organizational and problem-solving skills with the ability to set own priorities use critical thinking and work with minimal supervision• Intermediate skill level is required for MS Word and Excel and spelling• Typing speed must be at an intermediate skill level• Intermediate skill level is required for medical spelling and medical terminology• Clerical testing may be required as part of the selection processResponsibilities:Some duties include the following:• Maintains numerous databases/spreadsheets and produces correspondence administrative reports statistical data presentation material forms and tables. Prepares documents for manager(s) such as Word Excel graphs Power point etc.• Maintains attendance log and notifies manager(s) if absence is greater than 3 days so managers can inform the EHO. Assists with payroll completion. Faxes timesheets and corrections to payroll associate.• Schedules numerous meetings and appointments for managers(s) and records all events in manager's Outlook calendar.• Completes paperwork such as Employee Action Notices Request for Staff documents etc. Submits RFS for computer telecommunication issues.• Submits all building service work orders for 9 AMH 10 AMH and PES.• Prepares and posts staff work schedules and vacation schedules.• Provides coverage for Consultation Liaison Psychiatry Administrative Support as needed.• Sends emails on behalf of managers(s). Runs reports from E-Learning program.• Prints files and peruses numerous reports (bi-weekly payroll control reports expense reports sick time taken reports etc.) Brings errors and/or omissions to the attention of the managers(s).• Daily duties include answering phone calls handling/sorting mail filing photocopying faxing and scanning documents. Inputs data into computer programs. Maintains current departmental lists program documens call-in sheets assignment sheets staff education manuals and the status of pre-grad licenses and re-certification.• Commits to maintaining job attendance.• Uses various computer programs such as; MS PowerPoint MS Excel Internet search engines Intranet MS Outlook MS Word E-Learning SIR MyStJoes Publisher Transport E-Way Ordering EPIC.• Orders all unit supplies capital equipment office supplies. Has signing authority for non-stock items up to $1000 stores items and stationary. Ensures office supplies and equipment required by the manager(s) are adequately stocked and ordered in a timely manner. Provides support for various financial and budget responsibilities.• Responsible for 2 petty cash floats. Reconciles receipts and submits document for petty cash replenishment. Verifies agency bills interpreter bills phone bills and manager(s) VISA statements and all unit expenses.• Meets deadlines in assisting with special projects surveys preparing a variety of reports and arranging ad hoc meetings.• Attends meetings and records minutes. Transcribes minutes and distributes to necessary parties.• Arranges interviews completes reference checks and assists with the orientation process for new staff.• Assists with other unit activities as delegated by the Manager(s)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]).