Medical Secretary II (Limited Term Appointment)

McMaster University; Hamilton; On-site; CAD 37,000 - 48,000; Full time

Job summary

McMaster Family Practice at McMaster University is seeking a Medical Secretary II for a 19.3-month limited term appointment. The role involves front-line service, triage of patient inquiries, billing and records requests, and administrative support in a busy clinical setting.

Ideal candidates hold a 2-year Community College diploma in Medical Office Administration, with at least three years of relevant experience, strong customer service, typing, and OSCAR EMR familiarity.

Qualifications

• 2 year Community College diploma in Medical Office Administration or related field.
• Requires 3 years of relevant experience.
• Experience with OSCAR EMR software preferred.
• Typing 50 wpm.
• Experience in customer service within a clinical setting.
• Experience working in an interdisciplinary team.

Responsibilities

• Establish priorities for office operations and perform secretarial duties in a clinical setting.
• Coordinate schedules for physicians, clinics, and medical staff rounds.
• Schedule patient appointments and procedures.
• Manage calendars, meetings, and room bookings; arrange travel as needed.
• Transcribe documents using dictation; prepare notes and reports.
• Monitor budgets; process travel expenses and purchase orders.
• Process and reconcile clinical and third-party service billings.
• Greet visitors and manage inquiries via phone and email.

Skills

Customer service

Medical terminology

Typing 50 wpm

Excel reporting

Education

2 year Community College diploma in Medical Office Administration

Medical Terminology Certificate 1 & 2

Tools

OSCAR software

Electronic medical records

Job description

Medical Secretary II (Limited Term Appointment)

Regular/Temporary

Regular

Location

McMaster Family Practice

Open Date

2026/10/08

Job Type

Limited Term (>12 months)

Close Date

2026/10/19

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Family Med

Full/Part Time

Full-Time

Salary Grade/Band

Grade 5

Salary Range

$26.59 - $35.15 (hourly)

Job Code

JD0043

Existing Vacancy

Yes - Backfilling as Existing

Contract Duration

19.3 Months

Target Number of Openings

1

37.5

Schedule

Clinic operating hours are 8:00 a.m. - 8:00 p.m., Monday-Friday.

Standard work hours are 37.5 hours per week.The Department provides five equal shifts of 7.5 hours, exclusive of meal periods and overtime. The shifts are:

• 8:00 a.m. - 4:00 p.m.
• 8:30 a.m. - 4:30 p.m.
• 9:00 a.m. - 5:00 p.m.
• 9:30 a.m. - 5:30 a.m.
• 12:00 p.m. - 8:00 p.m.

Work schedules are typically distributed two weeks in advance.

Anticipated start date: ASAP

Contract end date: April 28, 2028

Education Level

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

Career Level

Requires 3 years of relevant experience.

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.

Job Code

JD0043 - Medical Secretary II

Unit/Project Description

McMaster Family Practice is a clinical teaching unit located at 100 Main Street West in the David Braley Health Sciences Centre. It is affiliated with McMaster University and Hamilton Health Sciences. Over 90 multidisciplinary clinicians provide a full range of direct primary health care to approximately 20,000 patients, as well as to provide training to new family doctors and other health professionals.

McMaster Family Practice (MFP) is seeking an individual with strong customer service skills to join its health care team; providing front line service to both patients and staff. The successful candidate will triage patient/clinical third party service billings, process uninsured monies and health records requests, as well as provide clinical and administrative support in a busy family practice, enhancing the overall patient and staff experience.

Job Summary

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 such as correspondence and reports.
• 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.
• Write a variety of formal notes and records such as meeting minutes.
• 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 a variety of meetings.
• 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.

Additional Information

The clinic uses OSCAR software for its electronic medical records, as well as other software programs for billing and report submissions for patient/clinical third party services. Experience with health management of health records is preferred.

It is essential that the candidate have information technology support experience in a clinical environment and the ability to problem solve and troubleshoot when necessary.

The successful candidate must have:

• a minimum of three years' experience in a medical clinic, preferably family medicine
• Medical Terminology Certificate 1 and 2 or demonstrated knowledge or equivalent, which may be subject to testing
• evidence of successful experience in a customer service-oriented role within a clinical environment; and
• evidence of successful experience working in an interdisciplinary team environment.
• knowledge of clinical equipment and supplies ordering
• ability to type 50wpm
• ability to generate and produce reports in Excel

Flexibility in schedule is necessary, as some early morning or evening shifts maybe required.

Preference will be given to candidates who embody our values: Honouring and respecting ourselves and others, practicing creativity and courageous inquiry and action, and engaging one another with generous recognition of our interdependence.

The Medical Secretary II shares responsibility for modelling and supporting policies and practices that are aligned with DFM’s commitment to truth and reconciliation with Indigenous Peoples, to addressing the harms of racism experienced by Black and racialized communities and to creating and sustaining an equitable, diverse and inclusive workplace for all.

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.

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.