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
Site: Toronto Western Hospital
Department: Krembil Brain Institute Secondary Stroke Prevention Clinic
Work Model: On-Site
Reports to: Clinical Manager/Director of Stroke
Hours: 37.5 hours per week
Salary: $24.82 - $31.02 per hour (to commensurate with experience and consistent with UHN compensation policy)
Shifts: Weekdays; Monday - Friday
Status: Permanent Full-time
Closing Date: November 7th, 2024

Position Summary

The MEDICAL ADMINISTRATIVE ASSISTANT II (Stroke Program Stroke Prevention Clinic) is an exclusively in-person, on-site role requiring considerable judgment/independence and utilizing knowledge of medical terminology/advanced functions to provide secretarial and clerical services, in support of medical/professional personnel.

Duties

• Acting in a considerably independent manner to maintain a complex digital appointment schedule/calendar in a busy clinic environment for numerous clinicians and allied health staff, including timely and effective communications (using multiple modalities such as phone, email, in-person, and through the digital health information system, Epic) with patients/families, as well as clinicians and allied staff, to support a successful clinic;
• Utilizing moderate independence to schedule clinic patients for residents and fellows (with the support of the supervising clinician);
• Utilizing knowledge of medical terminology and moderately advanced functions to provide word processing/typing services to facilitate the production of moderately complex documents/materials for assigned personnel;
• Drawing upon secretarial experience to provide efficient and effective reception responsibilities, including strong proficiency in using a health information system digital patient record (i.e. Epic) supporting reception responsibilities for all patients (in-person and virtual visits);
• Organizing, modifying, and maintaining confidential electronic/paper filing/retrieval methods, systems and/or formats;
• Participating in clinic performance evaluation and quality improvement activities with other clinic personnel and clinicians;
• Performing some billing functions for providers (e.g. invoices for non-OHIP patients)
• Ensuring efficient operation of the clinic, within scope of authority;
• Performing other related clerical support activities;
• Performing cross-functional duties, as assigned or requested;
• Performing other duties consistent with the job classification, as required.

• Completion of Secondary School or recognized equivalent
• Completion of a recognized post-secondary office/medical administration program at the certificate level or equivalent
• Three (3)+ years related administrative support experience
• Experience working with EPIC EMR for managing referrals, appointment scheduling, and standard clinical operations is required
• Experience working with online survey and research database tools such as REDCap is an asset
• Previous on-the-job computer/word-processing in a Microsoft Office environment is preferred
• Experience working in a health care environment is an asset
• Fluency in a second language is considered an asset (e.g., French)
• Knowledge of medical terminology is an asset
• Excellent organizational and time management skills
• Excellent interpersonal, verbal and written communication skills
• Able to operate effectively in an interdisciplinary team

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.