MEDICAL SECRETARY (II)

MEDICAL SECRETARY (II)
Job ID
70138


Location

St. Joseph's Hospital


Open Date
06/23/2025


Job Type
Limited Term (>12 months)


Close Date
06/2+/2025


Employee Group
Unifor Unit 1, Staff
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Department
Medicine


Salary Grade/Band
Grade 5


Salary Range
$24.1+ - $34.04 (hourly)


Contract Duration
13.6 Months


Hours per Week
35



Posting Details


Schedule
Hours of work are 7 hours per day, Monday - Friday, 8:30 a.m. - 4:30 p.m., including a 60-minute unpaid lunch.



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

Career Level
Requires 3 years of relevant experience.



Unit/Project Description:
For Department use only. A Medical Secretary (JD00+) is required in the Department of Medicine to provide administrative and clinical support in the Division of Gastroenterology, sited at St. Joseph’s Healthcare Hamilton - Charlton Campus.


Job Description


Should the successful applicant be a Unifor Unit 1 bargaining unit member, who meets the eligibility conditions of Article 1+.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 1+ of the Unifor Local 5555 Unit 1 Collective Agreement.


Job Summary:
The Medical Secretary (II) (JD00+)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:

Experience with GI, specifically related to hepatology.
Ability to work in a fast-paced, often stressful environment.
Excellent telephone skills due to the high volume of calls. A calm and compassionate demeanor is an asset, as you are often dealing with patients who have a language barrier or with patients who are in crisis.
Excellent problem-solving skills and the ability to work independently is an asset.
Experience with Dovetale, specifically related to the booking of endoscopic procedures. Booking follow up appointments for those patients who have had endoscopies.
Experience with OSCAR an asset.
Familiarity with gathering of clinical information and submission of requisitions for fibroscan appts. Notifying patients of their appointments.
Familiarity with submission of referrals and gathering of information, for patients initiating treatment for Hepatitis.
Familiarity with coordinating of patients, and pharmacies, with the Momentum support program and Abbvie Care support program.
Attention to detail and a quick response time is imperative for patients who are referred to oncology.
Ability to work diligently with a quick response time for those patients who are referred to the London or Toronto liver transplant teams; Coordinating and booking of multiple preliminary diagnostic tests and forwarding them the transplant teams, maintaining close contact with both teams, responding to any requests from them, in a timely manner.


Additional Information: Other duties may be assigned as required.


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. 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:

Human Resources Service Centre at +05-525-+140 ext. 222-HR (22247), or
Faculty of Health Sciences HR Office at ext. 22207, or
School of Graduate Studies at ext. 2367+
to communicate accommodation needs.


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.


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 talent@mcmaster.ca or the HR contact associated with your position of interest.

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