Unit Communications Clerk (UCC) / Material Analyst- Belleville Operating Room

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 efficient 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-charge, student supervision, and mentorship, as required.
• Scans and files documents as required.

Process Improvement & Quality Assurance:
• Actively identifies areas for improvement in clerical processes, streamlining workflows and increasing operational efficiency.
• Participates in audits and records completion of assigned tasks.
• Assists with maintaining and enhancing occupational health and safety standards.

Material Analyst Duties:
• Collaborates with Patient Care Lead and 3SO to ensure appropriate inventory storage based on use and ordering patterns.
• Manages product or equipment purchases and/or returns.
• Develops and maintains procedures for medical instrumentation.
• Orders and maintains special order items and/or implants. Liaise with Patient Care Leads (PCL) and physician offices regarding requests for special order items or implants.
• Participates in the process for product alerts/recalls.
• Arranges suitable preapproved substitutes for interim use and escalates products in risk of stock outage to the PCL.
• Problem solves with PCL/Managers to determine interim solutions for back-ordered items.
• Takes corrective action to address a hazard where possible, otherwise reports the unresolved hazard, dangerous circumstance, unsafe situation to self, other co-workers, or the community, to their supervisor.

Education & Compliance:
• Completes mandatory annual education requirements.
• Other duties as assigned.

At Quinte Health, guided by our core values of Imagine It's You, Value Everyone, We All Make a Difference, and Stronger Together, our family of four hospitals holds a central role in the mission to enhance lives and foster healthier communities. We operate as a cohesive team, uniting all our hospitals, to deliver local and regional healthcare services. In partnership with our communities, we strive to improve access to high-quality care, right in their own neighborhoods.

Our sense of fulfillment is deeply rooted in the impactful work we do, a sentiment shared by our dynamic teams of staff, dedicated physicians, and committed volunteers. They not only care passionately for our patients but also for each other, embodying our core values at every turn.

We don't just serve our communities, we actively contribute to them. Quinte Health is woven into the fabric of our local landscape, with our team members residing, raising their families, and often retiring right here in the communities they cherish. We are on a constant lookout for compassionate and dedicated individuals to join our team. Our diverse array of exciting roles encompasses positions that span multiple hospitals, as well as opportunities situated within a single hospital. Join us as we live out our values in providing exceptional healthcare close to home.

Physical Demands Analysis

Strength
• Required Rarely – lifting average 5-10 pounds’ maximum 15 pounds, carrying, pushing/pulling
Mobility
• Required Often – prolonged sitting
• Required Occasionally – standing and walking on hard surfaces, bending/stooping
Dexterity
• Required Often – prolonged fine finger movements
• Required Frequently – gripping/grasping, eye/hand coordination
• Required Briefly – reaching with both hands

Equal Opportunity

We thank all interested candidates for their response, however, only those chosen for an interview will be contacted. Quinte Health is an equal opportunity employer committed to meeting needs under the Canadian Charter of Rights and Freedom and the Ontario Human Rights Code. Our Recruitment process follows the Accessibility for Ontarians with Disabilities Act in order to provide a fair and equitable process for all candidates. Applicants requiring accommodation through the recruitment/interview process are encouraged to contact the Human Resources Department at 613-969-7400 x2577 or [email protected] for assistance.