Administrative Support 09 - SCIS

St. Joseph; Hamilton; On-site; CAD 61,000 - 67,000; Part time

Job summary

St. Joseph’s Health System in Hamilton is seeking an administrative receptionist to support the Schizophrenia Outpatient Clinic and Transitional Outpatient Program.

You will handle patient registration, scheduling, and front-desk reception while ensuring confidentiality and efficient workflow. The role requires a 2-year Medical Office Administration Diploma and at least 2 years of experience in a busy mental health setting, with strong MS Office and data-entry skills.

Qualifications

• Two-year Medical Office Administration Diploma.
• Minimum of 2 years' admin experience in mental health.
• Knowledge of Mental Health Act.
• Confidentiality and privacy compliance.
• Proficient in MS Word, Excel, PowerPoint, Outlook.
• Data entry and use of clinical software: Clinical Connect, EPIC/Dovetale, PDM, GENCAN.
• Excellent communication and organizational skills.
• Ability to work independently with good attendance.

Responsibilities

• Handle patient registration and check-ins; schedule and audits for rebooking with physicians.
• Assist with transfers, discharges, chart maintenance, lab results, and related reports.
• Provide front-desk reception; triage calls efficiently and courteously.
• Assemble and maintain patient charts; forward appropriate correspondence to Medical Records.
• Typing routine letters; filing, sorting, mail, faxing; coordinate meetings and room bookings.
• Ensure required service supplies are stocked and maintenance requests are monitored.
• Maintain patient statistics/research data and prepare monthly reports.
• Support other program areas as delegated by the Manager.

Skills

Medical Office Diploma

Mental Health Act knowledge

Data entry

Clinical Connect

EPIC/Dovetale

PDM

GENCAN

Communication skills

Organization

Attendance

Interprofessional team

Confidentiality

Education

Two-year Medical Office Administration Diploma

Tools

MS Word

MS Excel

MS PowerPoint

MS Outlook

Typing

Medical terminology

Internet searches

Job description

Position DetailsJob Number:JR01706Department:Schizophrenia Outpatient Clinic SOCThis position may be scheduled at any of the following sites:West 5th Campus (Hamilton Mountain)Job Type:Regular, Part timeContract Duration: (If applicable)0 monthsNumber of Positions:1Union:CUPE Local 786Hourly Rate (Min / Max):$29.52 - $32.08ScheduleWork Days:Monday to FridayTime of Day:DaysShift:Hours - 4, Hours - 5Shift Start: (If applicable)AM 11:00, PM 12:30Reason for Posting:Posting is for a role with an existing vacancyApplication DatesOpening Date:2026-08-20Closing Date:2026-08-27Job DescriptionPosition 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 roleResponsibilities:-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 waySt. 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]).