Admin Support 9 - T10

SJH St. Joseph's Healthcare Hamilton; Hamilton; Sur place; CAD 41 000 - 45 000; Plein temps

Résumé du poste

SJH St. Joseph's Healthcare Hamilton is seeking an Administrative Support professional for Acute Psychiatry 10 Tower.

This role provides diverse administrative services to Nurse Manager(s) and acts as a liaison with department managers, staff, and external agencies while ensuring efficiency, professionalism, and confidentiality. The incumbent will coordinate duties in line with hospital policies, manage multiple databases, and support payroll and scheduling tasks.

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 proficiency: MS Outlook, MS Excel, MS Word, MS PowerPoint, EPIC, MyStJoes SIR, Publisher, Transport, E-Way.

Responsabilités

• Maintains databases/spreadsheets and produces correspondence, reports, and statistics; prepares documents for manager(s).
• Maintains attendance log and notifies manager(s) of absences; assists with payroll completion and time sheets.
• Schedules meetings and appointments for managers and records events in Outlook calendar.
• Completes paperwork (e.g., Employee Action Notices, Request for Staff); submits.RFS for computer/telecommunication issues.
• Submits building service work orders for units (9 AMH, 10 AMH, PES).
• Prepares and posts staff work and vacation schedules; provides coverage for related administrative duties.
• Attends meetings and records minutes; transcribes and distributes minutes to necessary parties.
• Assists with interviews, reference checks, orientation for new staff; supports unit activities as delegated.

Connaissances

Professional with good organizational

Problem-solving

Typing speed (intermediate)

Medical spelling

Medical terminology

Experience in mental health setting

Mental Health Act knowledge

Formation

Two-year College Diploma in Office Administration/Health Services or related program

Outils

MS Word

MS Excel

MS PowerPoint

MS Outlook

EPIC

SIR MyStJoes

E-Way

Description du poste

Position Details

Job Number: JR02443

Department: Acute Psychiatry 10 Tower

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) 12 months

Number of Positions: 1

Union: CUPE Local 786

Hourly Rate (Min / Max): $30.11 - $32.72

Schedule Work Days: Monday to Friday

Time of Day: Days

Shift: Hours - 8

Shift Start: (If applicable) AM 07:00

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

Application Dates Opening Date: 2026-10-20

Closing Date: 2026-10-27

Job Description

Position 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 process

Responsibilities

• 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]). 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.