City : Hamilton

Category : Other

Industry : Education

Employer : McMaster University

Unit/Project Description:
For Department use only. A Medical Secretary II is required in the Department of Medicine to provide administrative and clinical support to a Physician in the Division of Neurology, on-site at Juravinski Hospital Hamilton. The Division of Neurology is composed of a number of programs for clinical care, education and research, including acquired brain injury, cognitive neurology, epilepsy, general neurology, headache, interventional neuroradiology, movement disorders, multiple sclerosis, neuromuscular disorders (including ALS), neuro-oncology and stroke.
 

Job Summary:
The Medical Secretary (II) is responsible for establishing priorities for office operations and performing a variety of secretarial and administrative duties within a clinical or medical practice setting.

Purpose and Key Functions:

• Prepare, coordinate, and monitor physician on-call schedules, procedure schedules, clinics, and medical staff rounds.
• Write a variety of documents including correspondence, reports and meeting minutes.
• Schedule patient medical appointments and procedures.
• Coordinate calendars, arrange meetings, book rooms and make travel arrangements.
• Resolve scheduling and calendar issues, complaints, and conflicts.
• Use a dictaphone to transcribe a variety of documents and reports including minutes, patient files, medical reports, and manuscripts.
• Monitor budgets and reconcile accounts. Complete financial forms including travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
• Process and reconcile clinical and third party service billings.
• Greet visitors, answer or redirect general inquiries in person, by telephone and via email and respond independently to inquiries that are specific in nature and require a thorough knowledge of established policies and procedures.
• Interact with patients and their family members who may be experiencing emotional or difficult situations.
• Ensure patients understand all instructions given to them for tests and medical procedures.
• Gather and compile information required for a variety of grant submissions and reports.
• Facilitate the collection of signatures required on grant applications and agreements.
• Conduct database, literature and web searches to locate and retrieve documents and articles.
• Prepare and book exam rooms ensure all materials are stocked, stored, and organized accordingly.
• Set up and maintain filing systems, both electronic and hard copy.
• Update and maintain information in a variety of databases.
• Update and maintain confidential files and records. Handle sensitive material in accordance with established policies and procedures.
• File, retrieve, and purge files.
• Monitor and order office supplies.
• Attend meetings and take minutes.
• Assemble, collate, and disseminate mailings.
• Open and distribute incoming mail and faxes, and arrange courier shipments.
• Remain current with relevant medical terminology.

Assets:
•  Familiarity in a hospital setting,

• Familiarity with EPIC,

• Previous experience working in the Division of Neurology.

• Strong organizational skills and efficiency,

• Strong problem solving ability.

Additional Information:

• Other duties may be assigned as required.

• Preferred start, as soon as possible 

• Successful candidates will be contacted via email for an in-person interview held on Novermber 26, 2025