Unit Assistant – 3B Medical – Part Time


The Unit Assistant provides clerical support to the Medical Program, provides assistance to the administration and staff, and is the first point of contact for patients and visitors. Daily routines include: data entry, billing functions, reporting, reception and customer service, document distribution and ordering and monitoring of supplies; some special assignments may occur.


  1. Key in, edit and proof-read correspondence, reports, statements, invoices, forms and other documents, using word processing software and computers.
  2. Receive and forward telephone or counter inquiries to the appropriate person and provide general information to clients and the public.
  3. Photocopy and collate documents for distribution, mailing and filing.
  4. Maintain and update manual or computerized filing, inventory, mailing and database systems.
  5. Open, sort and route incoming mail, manually or electronically.
  6. Send and receive messages using facsimile machines or electronic mail.
  7. Perform routine bookkeeping tasks such as preparing invoices and bank deposits.
  8. Sort, process and verify applications, receipts, expenditures, forms and other documents.
  9. Receive and direct employees, patients and visitors.
  10. Transcription of orders as required.
  11. Assess and assist with staffing/scheduling on a daily basis and communicate staffing concerns as required to the Manager.
  12. Register patients according to policy as required.
  13. Other duties as assigned.


  • Diploma in Office Administration, Health Office Administration Certificate or equivalent education and/or experience, preferably in a health care environment.


  • Computer literacy in a Microsoft environment including experience in the development of spreadsheets, Word, Power Point, Outlook, and Visio.
  • Knowledge of hospital software applications such as Meditech, ADT, ADM and PHA, and Xerox.
  • Knowledge of medical terminology and ability to transcribe orders.

Skills & Ability:

  • Ability to work effectively and efficiently as a team member in a fast paced environment in stressful situations.
  • Customer service, interpersonal and telephone skills.
  • Ability to maintain successful working relationships with the interdisciplinary team to achieve positive patient outcomes.
  • Ability to organize time effectively to perform the duties of the position.
  • Ability to meet and interact with people in a pleasant, professional, responsible and reassuring manner.
  • Ability to read, write and communicate to perform the duties of the position.
  • Proficiency and accuracy in clerical tasks including data entry, keyboarding, filing systems, documentation etc.
  • Proficiency in using telephone systems, data projectors, laptop computers, video and phone conference equipment.
  • Behaviour consistent with Hospital Mission, ICCARE Values and Standards of Performance.

Note:  Because of the changing nature of the work and work to be done, other responsibilities and duties may by assigned and qualifications may be adjusted from time to time. Only those selected for the test/ interview will be contacted.

This position is covered by a collective agreement. Applications from outside the bargaining unit are welcome, but can only be considered if the position is not filled from within the bargaining unit.