Administrative Assistant

Unit Summary

The Regional Geriatric Program Central (RGPc) in partnership with Hamilton Health Sciences; St. Joseph’s Healthcare Hamilton; Niagara Health System; Alzheimer Society Brant, Haldimand Norfolk, Hamilton, Halton; Community Addictions and Mental Health Haldimand and Norfolk; is leading the implementation of the Specialized Geriatric Services (Geriatric Medicine; Geriatric Psychiatry, Mental Health) and Behavioural Supports Ontario Coordinated Clinical Intake. The coordinated clinical intake service will provide a central intake for referrals, with a focus on benefiting older adults, families, primary care providers and the specialized service recipients of the referrals.

Position Summary

The Coordinated Clinical Intake Administrative Assistant supports the intake of referrals to community-based Behavioural Supports Ontario and Specialized Geriatric Services programs by receiving referrals, reviewing them to ensure completeness, requesting supplementary information (if required), and providing them to Clinical Intake Coordinators. The Administrative Assistant also responds to inquiries about referral processes, collects data related to intake processes and completes general administrative duties.
-Receives referrals for community-based Behavioural Supports Ontario and Specialized Geriatric Services programs.
-Follows established administrative processes to ensure completeness of referrals. If required information is missing, contacts the referral source to obtain missing information.
-Provides referrals to Intake Coordinators for follow-up.
-Responds to inquiries from clients, families and/or providers regarding methods of referral and other related services.
-Collects and records data from multiple electronic and/or paper-based personal health information records related to timing of referrals, number of questions received, etc.
-Collects data from satisfaction surveys; enters information into a database.
-Maintains patient confidentiality in verbal and written communications.
-Ensures that required office supplies are available; places orders as needed.
-Assists with booking meetings/ events as required
-Supports the Clinical Intake service with general administrative duties (printing, copying and faxing documents, preparing mailings, formatting documents, filing documents, and compiling meeting materials)

Schedule Work Hours

Days - Monday to Friday

This position is temporary until November 2026.

Qualifications

- Diploma in medical office administration/secretarial support or equivalent work experience.
- Data entry/keyboarding skills
- Demonstrated knowledge of Microsoft Excel, Outlook and Word
- Ability to take initiative, organize and establish priorities
- Understanding of methods to maintain client confidentiality.
- Excellent organizational skills with the ability to meet project and task deadlines.
- Demonstrated excellence in effective communication and interpersonal skills within a professional environment and understanding the importance of confidentiality.
- Commitment to RGP Central’s vision
- Strong judgement and problem-solving skills with a demonstrated awareness of when to respond to questions or issues, and when to elevate these to team members.
Provides information, assistance or service in support of others – i.e., to collect, or process information or data; or for use by other jobs.
-Prioritizing work day
-Ensuring that referrals received are complete and forwarding to the Clinical Intake Team.
-Noting levels of supplies and materials and placing orders as needed.
-Monitoring the functioning of office equipment and creating work orders as needed,

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.