Administrative Support 09 - SCIS

Position Details Job Number: JR01706 Department: Schizophrenia Outpatient Clinic SOC This position may be scheduled at any of the following sites: West 5th Campus (Hamilton Mountain) Job Type: Regular, Part time Contract Duration: (If applicable) 0 months Number of Positions: 1 Union: CUPE Local 786 Hourly Rate (Min / Max): $29.52 - $32.08 Schedule Work Days: Monday to Friday Time of Day: Days Shift: Hours - 4, Hours - 5 Shift Start: (If applicable) AM 11:00, PM 12:30 Reason for Posting: Posting is for a role with an existing vacancy Application Dates Opening Date: 2026-08-20 Closing Date: 2026-08-27 Job Description Position Summary: This position provides administrative support services for the Schizophrenia Outpatient Clinic and the Transitional Outpatient Program for the Schizophrenia Service interacting directly with patients and families as the clinic receptionist. All related duties and responsibilities adhere to the policies and procedures of the hospital. Qualifications: -Two-year Medical Office (Health Services) Administration Diploma -Minimum of 2 years' experience providing administrative support within a busy, interprofessional Mental Health Services with demonstrated knowledge of Mental Health Act -Understanding and adhering to confidentiality at all times -Intermediate skill level in MS Word, MS Excel, typing, spelling, medical terminology, medical spelling, MS Powerpoint, MS Outlook and Internet searches -Clerical testing may be required as part of the selection process -Proficiency in data entry and use of specialized computer applications: Clinical Connect, EPIC/Dovetale, PDM, GENCAN -Demonstrated commitment to the values of Service, Responsible Stewardship, Community Responsiveness and Respect -Excellent oral and written communication skills -Excellent organizational skills, with ability to set own priorities and work with minimal supervision -Good work performance and a good attendance record are essential. -Must be able to perform other duties as assigned within the scope of this role Responsibilities: -Handles patient registration and check-ins, patient scheduling and end of day audits to ensure all clients rebooked with physicians/ prescribers. Assists with other clinician scheduling as required -Assists with transfers, discharges, chart maintenance, faxed lab results, e-fax prescription audits, administrative clinic pool checks as assigned , relevant Dovetale reports as delegated by manager, research co-ordination, mail and filing as needed or forwarding of related items and community both within hospital and outside agencies as required. -Provides reception duties to clinic including handling all incoming phone calls and inquiries, triaging calls appropriately and inquiries at front desk in an efficient and courteous manner. -Assembles and maintains patient charts, including appropriate correspondence is forwarded to Medical Records -Provides administrative support in typing routine correspondence, filing, sorting/distributing mail, faxing, photocopying and coordinating meetings, including room booking -Ensures all supplies required by the service are adequately stocked and re-ordered, and maintenance work orders are monitored and handled in a timely manner -Maintains patient statistics, research studies, data/searches and produces monthly reports as required -Provides support to other program areas as required and assists with other clinic activities as delegated by the Manager -Remains alert regarding clinic activity and ensures work area is maintained in an organized and presentable way St. Joseph’s Health System (SJHS) and its member organizations are equal opportunity employers and strives for equity, inclusiveness, and diversity in all 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. We thank all applicants for their interest, however, only those selected for an interview will be contacted. SJHS and its member organizations are committed to a barrier-free recruitment and selection process - please inform us should accommodation be required at any point in the recruitment process ([email protected]).

This role provides administrative support and reception services for the Schizophrenia Outpatient Clinic, including patient registration, scheduling, and chart maintenance. The incumbent also manages clinic inquiries, coordinates meetings, and ensures the clinic environment remains organized and well-stocked.

Candidates must possess a two-year Medical Office Administration diploma and at least two years of administrative experience in a mental health setting. Proficiency in medical terminology, MS Office suite, and specialized clinical software is required, along with knowledge of the Mental Health Act.

• Data entryPreferred

Identified from the job description. Confirm important requirements above.

• Medical Office Administration
• Mental Health Act
• Data Entry
• Patient Registration
• Scheduling
• Medical Terminology
• MS Word
• MS Excel
• MS Outlook
• MS Powerpoint
• Clinical Connect
• EPIC/Dovetale
• Communication Skills
• Organizational Skills
• Triage
• Administrative Support
• Microsoft Word
• Microsoft Excel
• Research
• Auditing
• Medical Records
• Clerical Works
• Community Mental Health Services
• Communication
• Confidentiality
• Medical Prescription
• Microsoft Outlook
• Telephone Skills
• Microsoft PowerPoint
• Schizophrenia
• Sorting
• Statistics
• Typing
• Coordinating
• Patient Discharges
• Filing

• Healthcare
• Administrative
• Social Services
• Administrative Support Manager
• Administrative Clerk / Coordinator
• General Office Clerks
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

Minimum education

College diploma

Minimum experience

2+ years

Apply by

Aug 28, 2026

Posting language

English

Working hours

40 hours per week