Admin Support 9 - W&I Resource Team

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

Job summary

St. Joseph’s Health System (SJHS) Hamilton seeks an administrative professional to assist in Master staff scheduling and vacation approvals in line with collective agreements. You will support Women's Health, Newborn and Pediatric programs with calendar management and reporting.

The role requires a Diploma in Medical Office Administration, a Medical Terminology Certificate, and 1–2 years’ scheduling experience in a hospital setting, with strong MS Word/Excel skills and customer service focus.

Qualifications

• Post-secondary diploma in Medical Office Administration is required.
• Medical Terminology Certificate is required.
• 1–2 years of practical experience in administrative support, preferably scheduling in a fast-paced hospital setting.
• Intermediate MS Word, Excel, PowerPoint skills preferred.
• Accurate keyboarding (50 wpm) and transcription abilities.

Responsibilities

• Assist in preparing Master staff schedules and vacation approvals per collective agreements.
• Backfill scheduling by contacting employees for relief coverage.
• Process vacation/time-off requests and obtain manager approval.
• Maintain managers' calendars, schedules, and appointments.
• Reserve meeting space and prepare meeting packages and minutes.

Skills

Communication skills

Organizational skills

Team collaboration

Problem solving

Attention to detail

Education

Post-secondary diploma in Medical Office Administration

Medical Terminology Certificate

Tools

MS Word

MS Excel

PowerPoint

Job description

Position Details

• Job Number: JR02298
• Department: Women and Infants Resource Team
• Location: Charlton Campus (Hamilton Downtown)
• Job Type: Regular, Part 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 Friday
• Time of Day: Days
• Shift: Hours - 7.5
• Shift Start: (If applicable) AM 07:00
• Application Opening Date: 2026-10-01
• Application Closing Date: 2026-10-08

Position Summary

Assists Managers in preparation of the Master staff schedule & vacation approval process using guidelines, rules and restrictions as set out by the respective Collective Agreements (both local and provincial) This includes daily updates to the Master Schedule (excel spreadsheets that reflects the regular scheduling changes) and monthly reporting on scheduling changes to the Managers. This position also provides administrative support to the Managers of Women's Health, Newborn and Pediatric programs.

Qualifications

• Post-secondary diploma in Medical Office Administration from an accredited school required
• Medical Terminology Certificate
• One to two years’ practical experience providing administrative support, preferably in a scheduling capacity in a fast-paced hospital setting.
• Intermediate level of skill level in MS Word, PowerPoint and MS Excel
• Accurate keyboarding and transcription skills of 50 wpm – intermediate keyboard
• Clerical testing may be required as part of the selection process
• Demonstrated ability to accept responsibility, plan, prioritize, and complete tasks with minimal supervision.
• Effective communication skills and the ability to deal with the public with tact and diplomacy. Excellent customer service orientation.
• Ability to perform well as a contributing member of a team.
• Good analytical problem-solving skills.
• Must possess good organizational skills, be able to set own priorities and be capable of independent judgment and follow through within the scope of his/her authority.
• Must be assertive yet diplomatic when responding to staff requests for time-off which require Managerial approval. Advises staff that Managerial approval is required and requests are governed by the collective agreement and Hospital policy.

Responsibilities

• Assists the Directorate in preparation of the Master staff schedules & vacation approval process using guidelines, rules and restrictions as set out by the respective Collective Agreements (both local and provincial). This includes daily updates to the Master Schedules
• Contacts employees for relief coverage to back fill for both anticipated and unanticipated leaves of absence.
• Receives requests for vacation and time way from work, identifies on the Master Schedule and discusses with the appropriate Manager in order to obtain approval.
• Files scheduled requests for time off once approved
• Manages the calendar, schedule and appointments of the Managers and related clinical departments.
• Reserves meeting space, books appropriate equipment, prepares and distributes meeting packages (minutes, agendas, etc.) under direction of Managers.
• Takes minutes
• Records and distributes meeting minutes and correspondence under direction of Managers
• Collects and summarizes data using Excel and other software
• Creates and maintains variety of information materials, forms and databases for departmental purposes
• Maintains Human Resources records and correspondence.
• Other duties as assigned.

Company Culture

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.