MEDICAL SECRETARY (II)

McMaster University; Hamilton; On-site; CAD 45,000 - 60,000; Full time

Job summary

McMaster University is seeking a Medical Secretary II in the Department of Medicine, Division of Geriatrics, located at St. Joseph’s Healthcare Hamilton - King Campus.

The role supports administrative and clinical activities, prioritizes office operations, and ensures efficient scheduling and record-keeping. The position requires a 2-year college diploma in Medical Office Administration and 3 years of relevant experience, with strong Microsoft 365 skills and experience handling medical

Qualifications

• 2 year diploma in Medical Office Administration or related field.
• 3 years of relevant experience required.
• Experience in a clinical/medical office setting preferred.

Responsibilities

• Coordinate physician on-call and clinic schedules.
• Draft correspondence, reports and meeting minutes.
• Schedule patient appointments and procedures.
• Manage calendars, meetings and travel arrangements.
• Transcribe documents and reports using a dictaphone.
• Monitor budgets and complete financial forms.
• Greet visitors and answer inquiries.
• Maintain confidential records in accordance with policies.
• Attend meetings and take minutes.

Skills

Organizational skills

Communication skills

Medical terminology

Customer service

Education

Diploma in Medical Office Administration

Tools

Microsoft 365

Dictaphone

Job description

2 year Community College diploma in Medical Office Administration or related field.

Career Level

Requires 3 years of relevant experience.

Anticipated Start Date

September 28, 2026

Job Description

Should the successful applicant be a Unifor Unit 1 bargaining unit member, who meets the eligibility conditions of Article 19.02 of the Unifor Unit 1 Collective Agreement, then the Limited Term Assignment will be defined as a Career Growth Opportunity in accordance with Article 19 of the Unifor Local 5555 Unit 1 Collective Agreement.

Unit/Project Description

A Medical Secretary is required in the Department of Medicine to provide administrative and clinical support to the Division of Geriatrics, sited at St. Joseph’s Healthcare Hamilton - King Campus.

At McMaster University, the Division of Geriatric Medicine is a hub for academic healthcare professionals committed to improving the lives of older adults and their caregivers. We bring together clinician-investigators, educators, and system innovators to address the complex needs of older adults. Through exemplary clinical care, innovative research, and interdisciplinary education, we are shaping a future where aging adults with medical conditions and complex needs can thrive with dignity and support.

Job Summary

The Medical Secretary (II) is responsible for establishing priorities for office operations and performing a variety of secretarial and administrative duties within a clinical or medical practice setting.

Purpose and Key Functions

• Prepare, coordinate, and monitor physician on-call schedules, procedure schedules, clinics, and medical staff rounds.
• Write a variety of documents including correspondence, reports and meeting minutes.
• Schedule patient medical appointments and procedures.
• Coordinate calendars, arrange meetings, book rooms and make travel arrangements.
• Resolve scheduling and calendar issues, complaints, and conflicts.
• Use a dictaphone to transcribe a variety of documents and reports including minutes, patient files, medical reports, and manuscripts.
• Monitor budgets and reconcile accounts. Complete financial forms including travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
• Process and reconcile clinical and third party service billings.
• Greet visitors, answer or redirect general inquiries in person, by telephone and via email and respond independently to inquiries that are specific in nature and require a thorough knowledge of established policies and procedures.
• Interact with patients and their family members who may be experiencing emotional or difficult situations.
• Ensure patients understand all instructions given to them for tests and medical procedures.
• Gather and compile information required for a variety of grant submissions and reports.
• Facilitate the collection of signatures required on grant applications and agreements.
• Conduct database, literature and web searches to locate and retrieve documents and articles.
• Prepare and book exam rooms ensure all materials are stocked, stored, and organized accordingly.
• Set up and maintain filing systems, both electronic and hard copy.
• Update and maintain information in a variety of databases.
• Update and maintain confidential files and records. Handle sensitive material in accordance with established policies and procedures.
• File, retrieve, and purge files.
• Monitor and order office supplies.
• Attend meetings and take minutes.
• Assemble, collate, and disseminate mailings.
• Open and distribute incoming mail and faxes, and arrange courier shipments.
• Remain current with relevant medical terminology.

Assets

• 5+ years experience working in the Division of Geriatrics, and with older patients and their families,
• Familiarity with complex Geriatric medical conditions,
• Strong experience with Microsoft 365,
• Billing experience (both in-patient and out-patient),
• 1+ years experience with the completion of Academic Administrative tasks for the Division of Geriatrics, as required

Additional Information

• Other duties may be assigned as required.

Employment Equity Statement

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.

The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.

As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.

Job applicants requiring accommodation to participate in the hiring process should contact:

This position is located in a host hospital or other healthcare site that has an active vaccination mandate in place. Successful applicants will need to comply with these and any other health and safety measures necessary as part of their appointment.

Interview Experience

At McMaster University, we believe in a comprehensive and inclusive interview process. Our interview methods encompass a variety of approaches that allow our hiring teams to provide a flexible and accessible experience for engaging with our candidates. Throughout your recruitment process at McMaster, you may be requested to participate in a variety of formats, that may include in-person, virtual or recorded interviews. If you have any questions as you move through the hiring process, please reach out to [e-mail] or the HR contact associated with your position of interest.

AI Statement

McMaster and its third-party partners may use AI tools to screen, assess, or select applicants during the hiring process. Please note that currently our recruitment platform does not use AI nor is it part of our current recommended recruitment process.