Administrative Support

Position Summary

This position provides clerical and reception support to the registration, scheduling and operational functions of the Youth Wellness Centre.

• Grade 12 diploma or equivalent, and a minimum of a one-year college business/administrative certificate.
• A minimum of one year experience providing administrative and reception support in a busy mental health and addiction program setting.
• A minimum of one year experience working with youth and their families (preferred).
• Medical terminology an asset.
• Basic skill level in MS Word, Excel, and MS PowerPoint required; intermediate skill level is required for spelling and typing speed of 45 wpm.
• Clerical testing may be required as part of the selection process.
• Proven proficiency with internal systems: DOVETALE, PHS, Clinical Connect, Provider Portal, HEMM.
• Ability to maintain excellent interpersonal relationships while handling multiple tasks.
• Excellent organizational and problem‑solving skills.
• Ability for self‑initiative and independence of action.
• Demonstrated ability to communicate in a sensitive and non‑judgmental manner with youth with mental health and addictions concerns and their families.
• Demonstrated comfort level, experience and skill working with young people and their families.
• Demonstrated commitment to the values of Service, Responsible Stewardship, Community Responsiveness and Respect.
• Excellent work performance and attendance record is essential.

• Maintains confidentiality and release of information in accordance with hospital policy at all times.
• Obligation to review and commit to applicable departmental and hospital policies and procedures at all times.
• Staffs the reception desk at the YWC: greets all visitors, handles telephone calls and unscheduled visits, ensuring appropriate action according to the nature of the situation, initiating referrals and relaying messages as required.
• Registers clients and schedules client appointments, confirming, canceling and rescheduling appointments as needed using the electronic registration and scheduling systems.
• Receives and processes YWC referrals—this may include fielding phone calls about referral criteria, assisting drop‑ins, triaging with clinical staff, researching prior psychiatric history, creating charts, filing client documentation in the appropriate charts.
• Provides administrative support by typing routine correspondence, distributing mail, faxing, photocopying, emailing, scanning, and filing.
• Tracks petty cash for the office.
• Ensures all office supplies, housekeeping and maintenance requests are requisitioned in a timely manner.
• Ensures orderliness of main reception area and storage room.
• Remains alert regarding client activity and ensures work area is maintained in a safe, organized, and presentable way at all times.
• Enters client data in the YWC client database as required.

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.

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.

Dignity. Respect. Service. Justice. Responsibility. Enquiry.