Program Secretary

Unit Summary

Working within the Administration Office at WLMH.

Position Summary

Provide full administrative support to the Clinical Managers and Leaders at WLMH (Allied Health, Emergency, Medicine, ICU, Obstetrics, Perioperative Services, and Diagnostic Imaging) including human resource processes (Taleo - recruitment, myHR, onboarding of new staff), support attendance management program, liaison with payroll and HR, and various supply ordering. Provide full management of Clinical Managers / Leaders schedules / calendars (including setting of meetings, minute taking, and correspondence preparation and dissemination).

Schedule Work Hours

Monday-Friday Days

This position is temporary until March 2027.

Qualifications

1. Graduate of Community College Office Administration / Medical Office Administration Program

2. Minimum 2 years of current related experience

3. Knowledge and experience with human resource processes related to new hires and staff transfers (Taleo, Kronos) is mandatory

4. Experience with scheduling and payroll in the Kronos Scheduler and Timekeeper system

5. Excellent transcription and minute taking skills

6. Proficient keyboarding skills (60 WPM)

7. Knowledge of Medical Terminology an asset

8. Demonstrated proficient computer skills in word processing, spreadsheets and database systems for example, Microsoft 365, Adobe, Visio, and basic knowledge of EPIC and Meditech

9. Demonstrated ability to create and maintain various databases and generate reports from these databases

10. Experience with invoice management, eRTP process, and Basware

11. Demonstrated excellence in effective communication and interpersonal skills within a professional environment

12. Effective problem-solving abilities

13. Ability to work on own initiative, organize, establish and manage multiple priorities

14. Demonstrated ability to meet project and task deadlines

15. Demonstrated ability to develop systems that create efficient work flows

16. Demonstrated ability to appreciate confidential nature of position

17. Demonstrated ability to work effectively in a team environment

18. Demonstrated interest in new learning

19. Demonstrated commitment to HHS' Mission, Vision and Values and continuous quality improvement

Hamilton Health Sciences fosters a culture of patient and staff safety, whereby all employees are guided by our Mission, Vision, Values, and Values Based Code of Conduct. Hamilton Health Sciences is a teaching hospital and all staff and physicians are expected to support students and other learners.

To be considered for this opportunity applicants must apply during the posting period. All internal and external applicants may ONLY apply via the Careers website. This job posting is for an existing vacancy.

Hamilton Health Sciences is an equal opportunity employer and we will accommodate any needs under the Canadian Charter of Rights and Freedom, Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code. Hiring processes will be modified to remove barriers to accommodate those with disabilities, if requested. Should any applicant require accommodation through the application processes, please contact Human Resources at 905-521-2100, Ext. 46947 for assistance. If the applicant requires a specific accommodation because of a disability during an interview, the applicant will need to advise the hiring manager when scheduling the interview and the appropriate accommodations can be made.

This competition is open to all qualified applicants, however, qualified internal applicants will be considered first. Past performance will be considered as part of the selection process. If you are a previous employee of Hamilton Health Sciences, please note : the circumstances around an employee's exit will be considered prior to an offer of employment. Proficiency in both Official Languages, French and English, is considered an asset.