Administrative Assistant, City-wide Chief

Position Details

Posting #:
33274

Department:
Medical Affairs - Physicians

Employee Type:
Regular, Full Time

If Temporary, Number Of Weeks
Union:
Non-Union

Openings Remaining:
1

Reason for Posting:
This position is for an existing vacancy.

Schedule

Work Days:
Monday to Friday

Time of Day:
Days

Shift:
7.5 hour

Shift Start:
Hours are subject to change based on operational requirements.

This position may be scheduled at any of the following sites:
Charlton Campus (Hamilton Downtown)

Application Dates

Opening Date:
13/01/2026

Closing Date:
20/01/2026 Applications must be received online by 12:00 midnight on the Closing Date

Position Description

This position supports a diverse range of activities supporting the City-Wide Department Chief, and the Department Professional Staff (Physician, Midwives and Dentists) Group.

It serves as a liaison with Ontario Health West (OHW), health system executives, hospital administrators, staff, outside agencies in addition to patients and their families, ensuring all administrative functions are pro-actively coordinated with efficiency, professionalism and confidentiality.

• Contributes to the corporate efforts and initiatives, as appropriate, to enhance SJHH and HHS mission, vision and values
• Performs duties in a manner that demonstrates the employee's commitment to developing a culture of patient and staff safety through accountability, reliability, trust and team work
• Works in compliance of the Occupational Health & Safety Act and its regulations, reporting hazards, deficiencies and contraventions of the Act, in a timely manner
• Staff are encouraged to participate in activities with other organizations and with the community.

Qualifications And Skills

• Minimum two-year Community College Program in Office Administration
• Minimum three years office experience
• Intermediate skill level is required for MS Office Suite (Word, Excel, Access and PowerPoint)
• Knowledge of medical staff structures, in large academic health science centres a definite asset
• Knowledge of medical terminology required. Experience in agenda preparation and minute taking required
• Must be able to work in an effective and efficient manner and prioritize projects accordingly without direct supervision
• Demonstrated excellence in verbal and written communication skills
• Must have the ability to exercise excellent judgement and critical thinking skills

Duties And Responsibilities

• Supports all administrative functions for the Chief of the Department, the Quality and Safety Lead and the Professional Staff Group by handling incoming mail, phone calls, faxes, emails and visitors in an efficient and professional manner, resolving issues and complaints or referring as required
• Responsible for calendar management, with both internal and external executives and assistants, as well as consultants to coordinate a variety of meetings, retreats, educational events and presentations
• Schedule and attend meetings, and records minutes
• Responsible for the credentialing process for all Professional Staff including completing recommendations for appointment for new Professional Staff, term and locum, the renewal, change and deletion of privileges for current Professional Staff as well as category changes
• Supports recruitment of all Professional Staff
• Ensures appropriate documentation is obtained in keeping with the hospital's Bylaws, Rules and Regulations, completing forms and reviewing correspondence from the Credentials Office for accuracy. Coordinates privilege reviews for members of the department. Maintains confidential personnel files and records for the Professional Staff Group for the purpose of annual reviews
• Maintains an accurate list of Professional Staff members
• Works with the Patient Relations, the Risk and Legal Department and the College of physicians and Surgeons of Ontario and/or College of Midwives of Ontario and/or Royal College of Dental Surgeons of Ontario regarding medical-legal and personal matters ensuring they are dealt with in the strictest of confidence
• Supports the Chief in resolving patient and staff concerns
• Acts as liaison to the McMaster University Faculty of Health Sciences
• Supports communication (approvals and distribution)
• Helps coordinate department educational activities including weekly medical grand rounds
• Clinical and academic administrative support (if required), including:
• Fielding phone calls from patients and physician offices, and relaying key information Chief/Physician
• Contacting patients and physician offices at Chief/Physician request with key information or updates
• Entering clinical billings onto the Regional Medical Associates platform
• Maintenance of documentation required for university academic appointment (e.g. MacFacts, CV)
• All other duties as assigned.

St. Joseph's Healthcare Hamilton and Hamilton Health Sciences foster an environment where we celebrate diversity, where teams reflect the diversity of the community in which we serve, enhancing the connection to patients, clients, community, and each other

All positions will comply and work in conjunction with the Mission, Vision and Core Values of St. Joseph's Healthcare Hamilton and Hamilton Health Sciences. We foster a culture of patient and staff safety.

St. Joseph's Healthcare Hamilton (SJHH) is an equal opportunity employer and strives for equity, inclusiveness, and diversity in all our programs, practices, facilities, and people. We foster a culture of patient and staff safety where all positions comply and work in conjunction with the Mission, Vision, and Core Values of SJHH
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We thank all applicants for their interest, however, only those selected for an interview will be contacted. SJHH is committed to a barrier-free recruitment and selection process - please inform us should accommodation be required at any point in the recruitment process.