Regular/Temporary

Temporary

Job Title

MEDICAL SECRETARY (II)

Job ID

70643

Location

St. Joseph's Hospital

Open Date

07/15/2025

Job Type

Short Term Employee

Close Date

07/21/2025

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Medicine

Salary Grade/Band

Grade 5

Salary Range

$24.19 - $34.04 (hourly)

Contract Duration

11.9 Months

Hours per Week

31.5

Posting Details

Schedule

Monday - Friday; 31.5 hours per week

Work Hours:

Monday - Thursday;8:30am- 4:30pm Friday; 8:30am - 12pm

Education Level

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

Career Level

Requires 3 years of relevant experience

Hourly Rate

Grade 5 ($24.19/hr - $34.04/hr)

Job Description

Project Description

The Department of Medicine is looking for a Medical Secretary to support Physicians in the Division of Respirology and Sleep Medicine, located at Firestone Institute for Respiratory Health, sited at St Joseph's Healthcare Hamilton - Charlton Campus.

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

• 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.

Qualifications

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

Assets

• Familiarity with Dovetale
• Familiarity with Accuro
• One year experience working with Sleep Medicine
• One year experience scheduling Sleep Consults and Sleep studies
• Familiarity within the St Joseph's Healthcare setting
• Strong organizational skills and efficiency
• Strong problem solving ability

Additional Information

Additional duties as assigned

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.