Administrative Assistant II - Norc Innovation Centre

UHN is Canada's #1 hospital and the world's #1 publicly funded hospital. With 10 sites and more than 44,000 TeamUHN members, UHN consists of Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute, The Michener Institute of Education and West Park Healthcare Centre. As Canada's top research hospital, the scope of biomedical research and complexity of cases at UHN have made it a national and international source for discovery, education and patient care. UHN has the largest hospital-based research program in Canada, with major research in neurosciences, cardiology, transplantation, oncology, surgical innovation, infectious diseases, genomic medicine and rehabilitation medicine. UHN is a research hospital affiliated with the University of Toronto.

UHN's vision is to build A Healthier World and it's only because of the talented and dedicated people who work here that we are continually bringing that vision closer to reality.

UHN recently launched the NORC Innovation Centre (https://norcinnovationcentre.ca/) a first-of-its-kind centre advancing new models of social connection and accessible care for aging adults living in the community. Our mission is to advance a new model of integrated health and social care in naturally occurring retirement communities (NORC), and to develop community-led solutions that provide new options for aging in place with dignity and choice.

Lead partners at UHN, OpenLab and Connected Care, are working to advance this mission. This role will join the NORC Innovation Centre with a focus on delivering an integrated health and social care experience for aging adults. Our goal is to improve resident satisfaction and overall health outcomes including supporting individuals in staying at home or as close to home as possible.

If you have a passion for improving senior care and the desire and energy to make changes in health and social, please consider joining us. We encourage applicants with a diversity of lived and professional experiences. Experience with language and cultural barriers and diverse abilities, anti-racism or anti-oppression training, or other relevant experiences is an asset.

Union: Non-Union
Site: Toronto General Hospital/NORC Innovation Centre, Travel between NORC building sites will be required
Department: NORC
Reports to: Project Manager, NORC Innovation Centre
Grade: A0:06
Model: This is a hybrid position, requiring both remote work and in-office days.
Hours: 37.5 hours/week. Primarily Monday to Friday daytime hours with some flexibility to meet program needs, including evenings and weekends.
Salary: $24.82 - $31.02 per hour
Status: Permanent Full-Time (contingent on funding)
Closing Date: February 07, 2025

Position Summary:

We are looking for a dedicated and passionate individual to support the effective operations of the NORC Innovation Centre, with a focus on the NORC Care Team and Program Office. This role supports patient-centered navigation and coordination of services as they access care within University Health Network and with partner organizations, as required. In addition, this role is responsible for administrative supports to ensure the efficient running of the program.

The Administrative Assistant exercises considerable judgment/independence and utilizes knowledge of medical terminology/moderately advanced computer applications and functions to provide secretarial and clerical services in support of clinical and program team personnel. The Administrative Assistant can work in a flexible and dynamic work environment supporting multiple stakeholders and can create structure and process to facilitate efficient work practices.

Duties:

• Provide confidential administrative support to NORC Care Team and NIC Program, which may include:
• NORC Care Team:
  • Registration and management of patient records in electronic patient record systems
  • Follow-up with and scheduling of patient/care team appointments,
  • Support management and distribution of NORC Care Team materials (e.g. brochures, flyers)
  • Data collection and provision of patient satisfaction questionnaires
  • General management of Care Team assets and calendar

NIC Program Team

• • First point of contact and correspondent for internal and external email/phone/social media inquiries for: general program and clinic inquiries, event or presentation requests.
  • Administering and monitoring billing/invoicing procedures and departmental budgeting records
  • Modifying and maintaining electronic and paper information filing/retrieval methods, systems and/or formats
  • Meeting and event preparation and management
  • Management of office supplies and equipment etc.
• Performs cross-functional and/or other duties consistent with the job classification, assigned or requested
• Works in compliance of the Occupational Health and Safety Act and its regulations, reporting hazards, deficiencies and contraventions of the Act, in a timely manner

• Completion of Grade XII or recognized equivalent
• Completion of a recognized medical or business post-secondary secretarial arts program at the diploma level preferred
• Two (2) years related secretarial/administrative support experience required
• Previous on-the-job computer/word-processing, database and spreadsheet software experience
• Excellent organizational and time management skills
• Excellent interpersonal and customer service skills
• Excellent verbal and written communications skills
• Excellent teamwork, problem-solving and conflict resolution skills
• Good knowledge of health care, organizational/office practices, procedures and standards
• Ability to produce high quality work in accordance with Hospital standards
• Ability to maintain confidentiality
• Ability to work well under pressure and use good judgment in assessing difficult situations
• Solid experience in a Microsoft Office environment
• Previous supervisory experience preferred
• Knowledge of medical terminology preferred
• Experience working in a health care environment preferred

In addition to working alongside some of the most talented and inspiring healthcare professionals in the world, UHN offers a wide range of benefits, programs and perks. It is the comprehensiveness of these offerings that makes it a differentiating factor, allowing you to find value where it matters most to you, now and throughout your career at UHN.

• Competitive offer packages
• Government organization and a member of the Healthcare of Ontario Pension Plan (HOOPP https://hoopp.com/)
• Close access to Transit and UHN shuttle service
• A flexible work environment
• Opportunities for development and promotions within a large organization
• Additional perks (multiple corporate discounts including: travel, restaurants, parking, phone plans, auto insurance discounts, on-site gyms, etc.)

Current UHN employees must have successfully completed their probationary period, have a good employee record along with satisfactory attendance in accordance with UHN's attendance management program, to be eligible for consideration.

All applications must be submitted before the posting close date.

UHN uses email to communicate with selected candidates. Please ensure you check your email regularly.

Please be advised that a Criminal Record Check may be required of the successful candidate. Should it be determined that any information provided by a candidate be misleading, inaccurate or incorrect, UHN reserves the right to discontinue with the consideration of their application.

UHN is an equal opportunity employer committed to an inclusive recruitment process and workplace. Requests for accommodation can be made at any stage of the recruitment process. Applicants need to make their requirements known.

We thank all applicants for their interest, however, only those selected for further consideration will be contacted.