Job Type

Limited Term (>12 months)

Close Date

12/03/2025

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Surgery

Salary Grade/Band

Grade 5

Salary Range

$24.19 - $34.04 (hourly)

Contract Duration

13.7 Months

Hours per Week

35

Posting Details

Schedule

8:30 am to 4:30 pm Monday to Friday, 7 hours per day, 35 hours per week

Education Level

2 year Community College diploma in Medical Office Administration or related field.

Career Level

Requires 3 years of relevant experience.

Job Description

Should the successful applicant be a Unifor Unit 1 bargaining unit member, who meets the eligibility conditions of Article 19.02 of the Unifor Unit 1 Collective Agreement, then the Limited Term Assignment will be defined as a Career Growth Opportunity in accordance with Article 19 of the Unifor Local 5555 Unit 1 Collective Agreement.

JD #

JD00009

Pay Grade:

5

Title:

Medical Secretary (II)

Anticipated Hire Date:

February 16, 2026

Unit/Project Description:

The Medical Secretary (II) provides sole administrative support to a Plastic Surgeon working across HHS and an affiliated community/out-of-hospital

clinic. The practice manages a high volume of patient phone calls and emails and coordinates end-to-end access to care, including clinic scheduling,

referral intake, and hospital and community OR bookings. The role liaises daily with perioperative services, assembles complete surgical packages,

and ensures documentation meets institutional standards. The position requires exceptional organization, independent decision-making, and calm,

professional communication in a sometimes fast-paced setting with shifting priorities.

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.

Requirements:

• 2 year Community College diploma in Medical Office Administration or related field.
• Requires 3 years of relevant experience.

Assets:

• Recent experience in a surgical specialty or high-volume ambulatory clinic.
• Proven skill triaging heavy phones/emails and coordinating OR bookings across multiple sites.
• Proficiency with EMRs (e.g., Epic/Accuro).
• Working knowledge of pre-/post-operative workflows, diagnostics, and care pathways; comfort assembling surgical packages.
• Familiarity with OHIP/insured billing and basic private/cosmetic invoicing an asset.
• Strong document management; scanning/indexing; clinical photo handling.

Additional Information:

• Overlap training will be provided with existing employee
• This is a patient-facing role in a reconstructive and cosmetic practice; a degree of “customer service” approach is expected.
• Support of a surgeon with some practice at other HHS sites and an affiliated community/out-of-hospital clinic.
• Patient phone calls and emails.
• Proficiency with EMR software.
• Coordinates end-to-end access to care.

How To Apply

To apply for this job, please submit your application online.

Employment Equity Statement

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.

The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.

As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.

Job applicants requiring accommodation to participate in the hiring process should contact:

• Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or
• Faculty of Health Sciences HR Office at ext. 22207, or
• School of Graduate Studies at ext. 23679

to communicate accommodation needs.

Vaccination Mandate - FHS

This position is located in a host hospital or other healthcare site that has an active vaccination mandate in place. Successful applicants will need to comply with these and any other health and safety measures necessary as part of their appointment.

Hybrid Work Language

To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.

Interview Experience

At McMaster University, we believe in a comprehensive and inclusive interview process. Our interview methods encompass a variety of approaches that allow our hiring teams to provide a flexible and accessible experience for engaging with our candidates. Throughout your recruitment process at McMaster, you may be requested to participate in a variety of formats, that may include in-person, virtual or recorded interviews. If you have any questions as you move through the hiring process, please reach out to talent@mcmaster.ca or the HR contact associated with your position of interest.