Admin Support 9 - W&I Resource Team

Position Details

Job Number: 

JR02298

Department:

Women and Infants Resource Team

This position may be scheduled at any of the following sites:

Charlton Campus (Hamilton Downtown)

Job Type:

Regular, Part time

Contract Duration: (If applicable)

0 months

Number of Positions:

1

Union:

CUPE Local 786

Hourly Rate (Min / Max):

$30.11 - $32.72

Schedule

Work Days:

Monday to Friday

Time of Day:

Days

Shift:

Hours - 7.5

Shift Start: (If applicable)

AM 07:00

Reason for Posting:

Posting is for a role with an existing vacancy

Application Dates

Opening Date:

2026-10-01

Closing Date:

2026-10-08

Job Description

Position Summary:
Assists Managers in preparation of the Master staff schedule & vacation approval process using guidelines, rules and restrictions as set out by the respective Collective Agreements (both local and provincial) This includes daily updates to the Master Schedule (excel spreadsheets that reflects the regular scheduling changes) and monthly reporting on scheduling changes to the Managers.  This position also provides administrative support to the Managers of Women's Health, Newborn and Pediatric programs.

Qualifications:
•Post-secondary diploma in Medical Office Administration from an accredited school required
• Medical Terminology Certificate
•One to two years’ practical experience providing administrative support, preferably in a scheduling capacity in a fast-paced hospital setting.
•Intermediate level of skill level in MS Word, PowerPoint and MS Excel
•Accurate keyboarding and transcription skills of 50 wpm – intermediate keyboard
• Clerical testing may be required as part of the selection process 
•Demonstrated ability to accept responsibility, plan, prioritize, and complete tasks with minimal supervision.
• Effective communication skills and the ability to deal with the public with tact and diplomacy.    Excellent customer service orientation.
•Ability to perform well as a contributing member of a team.
•Good analytical problem-solving skills.
•Must possess good organizational skills, be able to set own priorities and be capable of independent judgment and follow through within the scope of his/her authority.
•Must be assertive yet diplomatic when responding to staff requests for time-off which require Managerial approval.  Advises staff that Managerial approval is required and requests are governed by the collective agreement and Hospital policy.

Responsibilities:

Some responsibilities include ...

Scheduling:
•Assists the Directorate in preparation of the Master staff schedules & vacation approval process using guidelines, rules and restrictions as set out by the respective Collective Agreements (both local and provincial). This includes daily updates to the Master Schedules
•Contacts employees for relief coverage to back fill for both anticipated and unanticipated leaves of absence.
•Receives requests for vacation and time way from work, identifies on the Master Schedule and discusses with the appropriate Manager in order to obtain approval.
•Files scheduled requests for time off once approved

Calendar/Scheduling Management:
•Manages the calendar, schedule and appointments of the Managers and related clinical departments.

Meetings and Conferences:
•Reserves meeting space, books appropriate equipment, prepares and distributes meeting packages (minutes, agendas, etc.) under direction of Managers.
•Takes minutes

Document Production:
•Records and distributes meeting minutes and correspondence under direction of Managers
•Collects and summarizes data using Excel and other software
•Creates and maintains variety of information materials, forms and databases for departmental purposes
•Maintains Human Resources records and correspondence.
•Other duties as assigned.

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 (recruit@stjoes.ca).