Administrative Support 09 - SCIS

St. Joseph's Healthcare Hamilton; Hamilton; On-site; CAD 41,000 - 44,000; Part time

Job summary

St. Joseph’s Healthcare Hamilton is seeking a part-time administrative receptionist for the Schizophrenia Outpatient Clinic and Transitional Outpatient Program.

The role involves patient check-ins, scheduling, and front-d desk coverage, ensuring smooth clinic operations in a busy mental health setting. Ideal candidates will have a two-year Medical Office Administration Diploma and at least two years of experience supporting interdisciplinary teams, with strong MS Office and data-entry skills.

Qualifications

• Diploma in Medical Office Administration (Health Services).
• 2+ years in admin support within Mental Health Services preferred.
• Maintain confidentiality at all times.

Responsibilities

• Register and check-in patients, schedule appointments, and perform end-of-day audits.
• Assist with transfers, discharges, chart maintenance, and related clerical tasks.
• Provide front-desk reception: handle calls, triage inquiries, and maintain a courteous approach.

Skills

MS Word

MS Excel

Typing

Medical terminology

MS Outlook

Communication

Organization

Internet searches

Education

Two-year Medical Office Administration Diploma

Tools

Clinical Connect

EPIC/Dovetale

PDM

GENCAN

Job description

Position Details

Job Number:

JR01706

Department:

Schizophrenia Outpatient Clinic SOC

This position may be scheduled at any of the following sites:

West 5th Campus (Hamilton Mountain)

Job Type:

Regular, Part time

Contract Duration: (If applicable)

0 months

Number of Positions:

1

Union:

CUPE Local 786

Hourly Rate (Min / Max):

$29.52 - $32.08

Schedule

Work Days:

Monday to Friday

Time of Day:

Days

Shift:

Hours - 4, Hours - 5

Shift Start: (If applicable)

AM 11:00, PM 12:30

Reason for Posting:

Posting is for a role with an existing vacancy

Application Dates

Opening Date:

2026-08-20

Closing Date:

2026-08-27

Job Description

Position Summary

This position provides administrative support services for the Schizophrenia Outpatient Clinic and the Transitional Outpatient Program for the Schizophrenia Service interacting directly with patients and families as the clinic receptionist. All related duties and responsibilities adhere to the policies and procedures of the hospital.

Qualifications

• Two-year Medical Office (Health Services) Administration Diploma
• Minimum of 2 years’ experience providing administrative support within a busy, interprofessional Mental Health Services with demonstrated knowledge of Mental Health Act
• Understanding and adhering to confidentiality at all times
• Intermediate skill level in MS Word, MS Excel, typing, spelling, medical terminology, medical spelling, MS Powerpoint, MS Outlook and Internet searches
• Clerical testing may be required as part of the selection process
• Proficiency in data entry and use of specialized computer applications: Clinical Connect, EPIC/Dovetale, PDM, GENCAN
• Demonstrated commitment to the values of Service, Responsible Stewardship, Community Responsiveness and Respect
• Excellent oral and written communication skills
• Excellent organizational skills, with ability to set own priorities and work with minimal supervision
• Good work performance and a good attendance record are essential.
• Must be able to perform other duties as assigned within the scope of this role

Responsibilities

• Handles patient registration and check-ins, patient scheduling and end of day audits to ensure all clients rebooked with physicians/ prescribers. Assists with other clinician scheduling as required
• Assists with transfers, discharges, chart maintenance, faxed lab results, e-fax prescription audits, administrative clinic pool checks as assigned,relevant Dovetale reports as delegated by manager, research co-ordination, mail and filing as needed or forwarding of related items and community both within hospital and outside agencies as required.
• Provides reception duties to clinic including handling all incoming phone calls and inquiries, triaging calls appropriately and inquiries at front desk in an efficient and courteous manner.
• Assembles and maintains patient charts, including appropriate correspondence is forwarded to Medical Records
• Provides administrative support in typing routine correspondence, filing, sorting/distributing mail, faxing, photocopying and coordinating meetings, including room booking
• Ensures all supplies required by the service are adequately stocked and re-ordered, and maintenance work orders are monitored and handled in a timely manner
• Maintains patient statistics, research studies, data/searches and produces monthly reports as required
• Provides support to other program areas as required and assists with other clinic activities as delegated by the Manager
• Remains alert regarding clinic activity and ensures work area is maintained in an organized and presentable way

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 .