Admin Support 9- Diabetes Clinic at St. Joseph's Healthcare Hamilton

Position Details

Job Number

JR01049

Department

Diabetes Clinic

King Campus (Stoney Creek East Hamilton), West 5th Campus (Hamilton Mountain)

Job Type

Casual, Part time

Contract Duration: (If applicable)

0 months

Number of Positions

Union

CUPE Local 786

Hourly Rate (Min / Max)

$29.52 - $32.08

Schedule

Work Days

Monday to Friday

Time of Day

Days

Shift

Hours - 7.5

Shift Start: (If applicable)

AM 07:00, AM 07:30, AM 08:00

Reason for Posting

Application Dates

Opening Date

2026-07-10

Closing Date

2026-07-17

Position Summary

This position provides administrative support to the day-to-day operations of the Diabetes Service Program. All patient related details and program activities are coordinated to ensure the smooth operation of the clinics in accordance with the policies and procedures of the hospital.

Qualifications

- 2-year post-secondary diploma in Office Administration - Health Services from an accredited school.

• Minimum 1 year of experience providing administrative support in a busy hospital setting.
• Medical terminology certificate.
• Certification of ongoing computer training.
• Intermediate skill level in MSWord MSExcel.
• Proficiency in data entry and the use of specialized computer applications: EPIC scheduling software.
• Demonstrated technical aptitude in troubleshooting and support.
• Basic skill level for spelling and typing.
• Clerical testing may be required as part of the selection process.
• Maintain excellent interpersonal relationships while handling frequent interruptions.
• Good organization skills with ability to set own priorities and work with minimal supervision
• Ability to communicate effectively and tactfully both in person and by telephone.

Responsibilities

• Registers clients in multiple (6 to 8) simultaneously running clinics ensuring that all pertinent client data and procedure information is entered in the client information system accurately and efficiently.
• Serves as support for the EPIC Resource Expert and is available as required on an ongoing basis for staff training trouble shooting etc. Ability to complete reports for clinics assessment of requirements for physician clinics and organize meetings to communicate upgrades registration and workflow.
• Arrange room bookings for classes at King and West 5th Campus. Organize room bookings for meetings at manager request and coordinate manager’s calendar.
• Proficient in electronic record systems such as EPIC
• Schedules client appointments referrals and group classes on the EPIC scheduling system and confirms appointment details with client via telephone/mail; registers clients for the classes
• Follows-up with clients regarding appointment details and faxes appointments to family physicians.
• Triages incoming calls answering immediate concerns and referring other calls as required.
• Follows all standards determined by admission discharge and transfer

updates patient information including cancellations no shows discharges and validates OHIP cards.

• Ensures that electronic data base is created for appointments. Requests charts from Health Records and other facilities as required.
• Assists with other clinic activities as delegated by the Nurse Manager.
• Provides administrative support typing correspondence sorts and distributes mail processes referrals and faxes and e mails related to patient care.
• Scans patient referrals labs and correspondence into the electronic record and obtains lab results on request
• Compiles monthly statistics on utilization rates performance indicators scheduling details (cancellations no shows discharges) monthly census reports staff workload and assists in compiling of LHIN Quarterly Report of Statistical Information
• Supervises assigned volunteers
• Prepares agenda and documents minutes of department meetings
• Provides reception coverage handles incoming phone calls/enquiries direct visitors
• Ensures all supplies and educational materials required by the clinic are adequately stocked and ordered through e way system in a timely manner.
• Creates and maintains forms and other documents as required using Excel Word InfoPath and other software products
• Ensures that examination rooms and work area are maintained in an organized and presentable way.
• Coordinates media updates to newspapers updates the diabetes website assists manager in marketing diabetes services with stakeholders
• Attends required meetings and training sessions from informatics to test system functionality during upgrades as requested
• At direction of physician schedules client appointments laboratory tests and referrals booking any tests/procedures
• Types letters to community physicians and/or specialists updating client information at clinic physicians request

This is for an existing position.

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.

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.