Administrative Assistant - Nutrition & Pharmacy

Hamilton Family Health Team; Hamilton; On-site; CAD 45,000 - 60,000; Full time

Job summary

Hamilton Family Health Team (HFHT) in Hamilton, ON is seeking an Administrative Assistant for the Nutrition and Pharmacy Programs to join our interdisciplinary team. This role provides administrative support and coordinates with Clinical Managers to ensure smooth program operations and high‑quality patient care.

Responsibilities include scheduling, meeting preparation, records management, onboarding, and coordinating with dietitians, pharmacists and learners.

Qualifications

• Two years of administrative experience, preferably in a healthcare setting.
• Exceptional customer service, communication and organizational skills.
• Proficient with Microsoft Office; knowledge of SharePoint is an asset.
• Ability to maintain confidentiality and work independently within a team.

Responsibilities

• Provide administrative support for the Nutrition and Pharmacy Programs.
• Coordinate meetings, agendas, minutes and documentation.
• Maintain confidential program files and online resources.
• Support scheduling, onboarding, and communication with staff and external partners.
• Assist with data entry and reporting.

Skills

Customer service

Communication

Organizational skills

Team player

Problem solving

Microsoft Office

SharePoint

Microsoft Teams

Data entry

Education

BA or diploma in Medical Office Administration or equivalent

Tools

Microsoft Office Suite

SharePoint

Microsoft Teams

EMR (Practice Solutions Suite)

Job description

Together, we do amazing things every day.

Imagine a supportive employer, a career that fits your lifestyle, and many learning opportunities. With the Hamilton Family Health Team, you can have all of that, and more. We work hard to create an innovative and diverse workplace that values the contributions of our employees. No matter what your role, working with us is about making a difference – every day!

Position Overview:

We are currently seeking an Administrative Assistant, Nutrition and Pharmacy to join our dynamic interdisciplinary team. This role provides administrative support to the Nutrition and Pharmacy Programs within the Hamilton Family Health Team (HFHT). The role works closely with the Clinical Managers of both programs to coordinate administrative functions, support program operations, and facilitate the delivery of high-quality patient care. The position also provides indirect administrative support to Registered Dietitians, Pharmacists, and student learners.

Responsibilities:

Program Administration

• Provide administrative support for the Nutrition and Pharmacy Programs.
• Coordinate and organize routine administrative activities in collaboration with Clinical Managers.
• Schedule and support regular program meetings, team meetings, and other departmental activities.
• Coordinate Interprofessional Health Professional (IHP) check-ins, including probationary and annual reviews.
• Assist with onboarding and orientation of new staff members.
• Prepare meeting agendas, take minutes, and distribute meeting materials as required.
• Maintain confidential program files and documentation in accordance with organizational policies.

Clinical and Staff Support

• Provide indirect administrative support to Registered Dietitians and Clinical Pharmacists to facilitate efficient clinical operations.
• Assist with scheduling, coordination, and communication related to program activities.
• Collaboration with shared services to support program planning.
• Support student learners with orientation, scheduling, and administrative needs.
• Provide administrative coverage for other program assistants during vacations or absences, as appropriate.

Information and Records Management

• Maintain and update online resources and databases, including Microsoft SharePoint, and other organizational platforms.
• Ensure program documents, forms, policies, and educational materials remain current and accessible.
• Assist with data entry, report preparation, and maintenance of administrative records.
• Communication and Coordination
• Serve as a point of contact for internal inquiries related to Nutrition and Pharmacy Program administration.
• Coordinate communication between managers, clinicians, administrative staff, and external partners as required.
• Support quality improvement initiatives and special projects assigned by Clinical Managers.

General Administrative Duties

• Order and maintain program supplies, including pharmaceuticals and clinical supplies management
• Prepare correspondence, reports and presentations as needed.
• Perform other administrative duties as assigned to support program operations.

Qualifications:

Required:

• BA or diploma in Medical Office Administration or equivalent
• Exceptional customer service, communication and organizational skills
• Excellent interpersonal skills, with proven ability to work well in a team environment
• Demonstrated problem solving skills and initiative
• Proficient with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Microsoft Teams.
• Experience using SharePoint or other document management systems is an asset.
• Strong organizational, time management, and multitasking skills.
• Excellent written and verbal communication skills.
• Experience with EMR (Practice Solutions Suite) an asset
• Previous experience in a clinical setting an asset
• Two years of administrative experience, preferably in a healthcare setting, an asset
• Demonstrated ability to maintain confidentiality and exercise discretion.
• Ability to work independently while collaborating effectively within an interdisciplinary team.

Additional Knowledge and Skills

• Organization and attention to detail
• Communication and interpersonal skills
• Initiative and problem-solving
• Collaboration and teamwork
• Adaptability and flexibility
• Customer Service experience
• Confidentiality and professionalism

Summary

Classification: Non-Union

Location: 123 James St N. Suite 200

Employee Class: Full-Time

Schedule: Monday-Friday; 40hrs/week

Date Available: ASAP

If successful in receiving a job offer with the Hamilton Family Health Team, new hires may be required to provide proof of full COVID-19 vaccination prior to start date as a condition of their employment. If successful candidates are unable to get their COVID-19 vaccination as a result of a medical exemption, they may be required to submit supporting documentation to establish that they are exempt from this requirement.

The HFHT is committed to building a respectful, caring, equitable, and inclusive workplace where staff reflect the diversity of the communities that we serve. As such, we welcome applications from all qualified individuals including all equity-deserving groups. In addition, we are committed to accessibility and creating a barrier free hiring process in accordance with the Ontario Human Rights Code, and the AODA (Accessibility for Ontarians with Disabilities Act, 2005). Accommodation is available upon request at any point in the selection process by notifying the recruitment staff.