Regular/Temporary

Temporary

Job Title

Medical Secretary II

Job ID

70302

Location

Stonechurch Family Health

Open Date

06/26/2025

Job Type

Limited Term (>12 months)

Close Date

07/02/2025

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Family Med

Salary Grade/Band

Grade 5

Salary Range

$25.75 - $34.04 (hourly)

Contract Duration

12.3 Months

Hours per Week

37.5

Posting Details

Schedule

Clinic operating hours are 8:00am - 8:00pm Monday-Friday, staff will be assigned shift-work of 7.5 hours with reasonable notice based on operation needs.

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.

Unit/Project Description:

Stonechurch Family Health Centre is a clinical teaching unit located at 1475 Upper Ottawa Street. It is affiliated with Hamilton Health Sciences and McMaster University. Over 50 multidisciplinary clinicians provide a full range of direct primary health care to approximately 18,000 patients, as well as to provide training to new family doctors and other health professionals. As a member of the healthcare team, this position provides clinical, clerical, and, administrative support in a busy family practice office. This position will enhance the overall patient and staff experience by supporting a large number of busy health care providers.

Stonechurch Family Health Centre (SFHC) is seeking an individual with strong customer service and organizational skills to join its health care team; providing front line service to both patients and staff. The successful candidate will also provide clinical and administrative support to multiple Allied Health Staff in coordinating calendars, patient groups and speciality clinics.

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.

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 905-525-9140 ext. 222-HR (22247), or
• Faculty of Health Sciences HR Office at ext. 22207, or
• School of Graduate Studies at ext. 23679

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.