MEDICAL SECRETARY (II)

McMaster University; Hamilton; On-site; CAD 30,000 - 60,000; Full time

Job summary

A public research university in Hamilton is seeking a Medical Secretary II to support a thoracic surgeon. The role involves coordinating schedules, handling patient appointments, and ensuring smooth office operations. Candidates should possess a 2-year diploma in Medical Office Administration and 3 years of relevant experience. This position demands strong organizational skills and proficiency in medical terminology. The university offers a competitive rewards package including health benefits and professional development opportunities.

Benefits

Employer Paid benefits including Extended Health and Dental

Pension Plan Options

Training and professional development opportunities

Employee tuition assistance

Progressive paid vacation plan

Qualifications

• Requires 3 years of relevant experience.
• Experience with electronic medical records is preferred.
• Ability to work independently.

Responsibilities

• Prepare and monitor physician schedules.
• Schedule patient medical appointments.
• Interact with patients and family members.

Skills

Proficient understanding and use of current medical terminology

Strong attention to detail and accuracy

Exceptional time management and organizational skills

Critical thinking / problem-solving skills

Customer service skills

Strong computer skills

Education

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

Tools

Electronic medical records (EMR) systems

Microsoft Office tools

Zoom and Teams platforms

Job description

Job Details

Job Title: MEDICAL SECRETARY (II)

Job ID 69944 | Location: St. Joseph's Hospital | Open Date: 09/06/2025 | Closing Date: 24/06/2025 | Employee Group: Unifor Unit 1, Staff | Salary Grade: 5 | Salary Range: $24.19 - $34.04 hourly | Hours per Week: 28 | Schedule: 28 hours per week, 7 hours per day, Monday to Thursday, 8:30am-4:30pm

Education Level: 2-year Community College diploma in Medical Office Administration or related field. Career Level Requires 3 years of relevant experience.

Position Overview

The Department of Surgery is seeking a Medical Secretary II to support an academic Thoracic Surgeon at St. Joseph’s Healthcare Hamilton at the Charlton campus.

About the Division

The division of thoracic surgery at McMaster University has grown to consist of four full-time geographic faculty members. Located at St. Joseph’s Healthcare, the division provides Hamilton and surrounding communities with specialty care for diseases of the lung, esophagus and mediastinum. In addition to providing innovative clinical services, the division is acclaimed as one of eight centres in Canada (and nine in the USA) qualified to train thoracic surgeons to practice thoracic surgery in Canada.

About the Department of Surgery

Over its 50+ year history, the McMaster Department of Surgery has maintained a steadfast commitment towards thinking big and making it possible. We are a Department with 11 surgical divisions and Royal College residency training programs; together, we are poised to unleash a future fueled by a creative mindset and powered by our people.

Vision

The successful candidate will bring a positive, solutions-focused mindset, as we collectively work towards achieving the Department Vision.

About McMaster University

Working at McMaster University brings a robust total rewards package, which is more than just a salary. The elements and structure of the total rewards package vary by employee group but include:

• Employer Paid benefits including Extended Health, Dental, Emergency Out-of-Country Travel Coverage & Basic Life Insurance;
• Pension Plan Options & Post-Retirement Benefits;
• Training, coaching and professional development opportunities;
• Employee tuition assistance for development and education;
• Opportunity to be a part of an academic environment working alongside professionals who share a passion for learning;
• Progressive paid annual vacation plan;

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.

Requirements

• 2-year Community College diploma in Medical Office Administration or related field.
• Requires 3 years of relevant experience.

Assets

• Proficient understanding and use of current medical terminology
• Strong attention to detail and accuracy
• Exceptional time management and organizational skills
• Responsible, reliable and able to work independently
• Critical thinking / problem-solving skills and the ability to handle multiple tasks or priorities
• Experience with electronic medical records (EMR) systems such as Dovetale, EPIC, and Accuro.
• Customer service skills and a patient, empathetic attitude. Strong interpersonal and communication skills, with ability to communicate professionally with hospital staff, patients and family
• Strong computer skills, including full working knowledge of Microsoft Office tools, scheduling virtual visits / meetings using Zoom and Teams platforms.
• Previous surgical / medicine / hospital work experience, surgical oncology experience preferred

Additional Information

• Position requires to be working on-site in a hospital setting.

How To Apply

To apply for this job, please submit your application online.

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.

Vaccination Mandate - FHS

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.

Hybrid Work Language

To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.

Interview Experience