Administrative Assistant II

The University Health Network, where "above all else the needs of patients come first", encompasses Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute and the Michener Institute of Education. The breadth of research, the complexity of the cases treated, and the magnitude of its educational enterprise has made UHN a national and international resource for patient care, research and education. With a long tradition of ground breaking firsts and a purpose of "Transforming lives and communities through excellence in care, discovery and learning", the University Health Network (UHN), Canada's largest research teaching hospital, brings together over 16,000 employees, more than 1,200 physicians, 8,000+ students, and many volunteers. UHN is a caring, creative place where amazing people are amazing the world.

Union: Non-Union
Position: Administrative Assistant II
Site: Princess Margaret Cancer Centre
Department: Surgical Oncology, Division of Gynecology Oncology
Reports to: Physician and Head of Department
Hours: 37.5 hours per week
Status: Permanent Full Time
Closing date: January 19, 2025

POSITION:

University Health Network (UHN) is a research hospital affiliated with the University of Toronto and a member of the Toronto Academic Health Science Network. The scope of research and complexity of cases at UHN have made it a national and international source for discovery, education and patient care. Research across UHN's five research institutes spans the full spectrum of diseases and disciplines, including cancer, cardiovascular sciences, transplantation, neural and sensory sciences, musculoskeletal health, rehabilitation sciences, and community and population health. Find out about our purpose, values and principles here.

University Health Network (UHN) is looking for an experienced professional to fill the role of a Administrative Assistant II in the Division of Gynecology Oncology.

The Administrative Assistant II exercises judgment and independence in the performance of secretarial activities, the principal responsibilities include: utilizing knowledge of medical terminology and advanced functions to provide word processing/typing services to facilitate the production of moderate and/or complex documents/materials for assigned personnel; performing reception responsibilities; maintaining written and/or electronic calendar/schedule ensuring efficient operation of the office, within the scope of authority; modifying and maintaining electronic and paper information filing/retrieval methods, performing clerical support functions.

To be considered for this role, you must have significant experience in managing time and tasks within an extremely busy professional office environment, and have the ability to focus on the priorities of a rapidly changing day. You have excellent MS Office applications skills, especially Outlook, Word, Excel Adobe and PowerPoint; superb organizational and time management skills and the ability to multitask effectively. The successful incumbent will show initiative and work well with a wide range of people throughout the organization. They will also be insightful, mature and tactful, remain calm under pressure and confident in their capability to perform well in the job and make it their own.

DUTIES:

Office Management and Physician (Surgeons) Support, which may include scheduling of patient consults and tests; contacting patients or related administrative tasks including scheduling of surgeries (OR) / preparing OR packages for patients; logging OR cases, notifying patients of appointments, preparing patient forms, reports and invoices; organizing physician calendar; booking meetings; answering calls and preparing correspondence.

• Completion of Grade XII or recognized equivalent
• Completion of a medical terminology course
• Completion of a recognized post-secondary general or medical office administration program at the diploma level or equivalent
• Two to three (2 - 3) years related medical administrative support experience
• Previous on-the-job computer/word-processing, database and spreadsheet software experience; experience in a Microsoft Office environment
• Previous work experience using EPIC (EMR) or other electronic systems - preferred
• Excellent organizational, time management, and prioritization skills
• Excellent word-processing/typing skills
• Good verbal and written communication skills
• Good interpersonal and customer service skills
• Sound knowledge of health care, organizational/office practices, procedures and standards
• Demonstrated ability to work in a team environment and collaborate as an active participant with others in assisting with the delivery of care to patients
• Ability to maintain and protect patient confidentiality
• Ability to produce high quality work in accordance with Hospital standards
• Ability to work well under pressure
• Ability to use good judgment in assessing difficult situations
• Experience working in a teaching hospital environment an asset

Why join UHN?

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.