Position Summary

The Unit Communications & Clerical Clerk / Material Analyst plays a vital role in supporting clinical teams and ensuring the smooth operation of the Operating Room, Post Anaesthetic Care Unit, and Same Day Surgery. This hybrid position combines traditional Unit Clerk responsibilities—such as coordinating patient admissions, transfers, and discharges, facilitating communication among patients, families, and healthcare staff, and maintaining accurate unit records—with specialized supply chain and material management duties.

Position Summary

The Unit Communications & Clerical Clerk / Material Analyst plays a vital role in supporting clinical teams and ensuring the smooth operation of the Operating Room, Post Anaesthetic Care Unit, and Same Day Surgery. This hybrid position combines traditional Unit Clerk responsibilities—such as coordinating patient admissions, transfers, and discharges, facilitating communication among patients, families, and healthcare staff, and maintaining accurate unit records—with specialized supply chain and material management duties. In addition to administrative support, the role includes analyzing, ordering, and maintaining medical instruments and supplies, including special orders and procedural setups. The clerk contributes to effective patient care by managing unit payroll, supply inventory, and documentation, while also helping identify opportunities for process improvement across units.

Required

- Post-Secondary education in medical secretary/medical transcription or equivalent combination of education (minimum of grade 12) and relevant working experience.
- Completion of a Medical Terminology Course through a recognized college.




- Completed Medical Device Reprocessing Certification Course or willing to register for the Medical Device Reprocessing Association of Ontario course within 14-days of verbal acceptance of the position and must be completed within 4-months. Interested applicants can request course and registration information from the human resources department.
- Strong public relations, teamwork, and customer service communication skills.
- Demonstrated typing skills and proficiency in clerical tasks, including computer/word processing, scanning, email, and faxing.
- Ability to accept direction and work independently with minimal supervision.
- Demonstrated satisfactory work performance, including reliability, attention to detail, and adherence to departmental standards and policies.
- Availability to work all shifts identified on the job posting including weekends, and holidays.
- For internal candidates, disciplinary and attendance records will be considered.
- Must have a satisfactory Criminal Record / Vulnerable Sector Check.

Duties

UCC Duties

Communication & Collaboration

- Communicates and collaborates effectively with hospital staff and community partners in care regarding patient and family-related matters.
- Functions as the unit’s receptionist by welcoming visitors, providing patient bedside packages, answering phones, and using a customer service communication approach.




- Coordinates with the Infection Prevention and Control (IPAC) team, including entering swabs in Cerner and assisting with hand hygiene audits.
- Updates patient care boards (non-clinical info) and door signage, including isolation status in collaboration with clinical staff.
- Attends departmental and other meetings as required.

Patient & Clerical Support

- Assists with the preparation of charts for new patients and maintains chartlets with proper labelling for all documents on patient charts.
- Books patient appointments and registers them upon arrival, ensuring accurate collection and verification of demographic information in the system when required.
- Enters orders, as required.
- Coordinates patient admissions, transfers, discharges, and maintains accurate logs.
- Maintains patient privacy and confidentiality according to PHIPA standards.
- Prepares requisitions/labels for tests, arranges consultations, and schedules patient appointments both in-house and at other healthcare facilities.
- Arranges transportation for patient transfers and appointments to other facilities.
- Reviews and orders supplies, including PPE and ensures stock is maintained.
- Completes typing/word processing tasks for the unit/department.

Staffing & Scheduling Support

- Acts as a resource to assist staff with using scheduling software (UKG).
- Completes online staff replacement requests in collaboration with the staffing office and in-charge personnel.
- Prints and updates daily staffing sheets, collaborates with Staff Scheduling to make necessary corrections, and tracks staff attendance.
- Updates assigned premiums, such as in

📌 Unit Communications Clerk (Belleville)
🏢 Quinte Health
📍 Belleville