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, West Park Healthcare Centre 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 17,000 employees, more than 1,250 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 General Hospital
Department: Connected Care Hub
Reports to: Manager, Connected Care
Work Model: Hybrid
Grade: A0:06
Hours: Varies
Salary: $24.10 - $30.12
Shifts: 0 - 5 shifts per week
Status: Casual
Closing Date: October 25, 2024

POSITION SUMMARY:

We are looking for a dedicated and passionate individual to provide casual administrative support for several virtual urgent and emergent care clinics with an emphasis on supporting the clinic team, including nurse practitioners, physicians and program delivery team members. This role supports patient-centered navigation and coordination of services as they access care within University Health Network and partner organizations.

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 medical/clinical/professional personnel. In this role they will also support physician scheduling for a virtual clinic (every 2-3 months). 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. The role will is currently virtual, future on-site work may be required, and will require weekend and evening support and vacation coverage.

Duties:

• Provide confidential administrative support to clinicians (e.g., Physicians, Nurse Practitioners, etc.), which may include:
  • Registration and management of patients records in electronic patient record systems
  • Follow-up with and scheduling of patient/clinician appointments
  • Support around management and distribution of medical equipment within UHN and to patients (e.g., inventory, delivery and return logistics etc.)
  • General calendar management
  • Office liaison for internal and external personnel
  • Consultation with clinical team and program team
  • Documentation preparation, review retention
  • Data collection and provision of patient satisfaction questionnaires
• Supporting the scheduling of a group of physicians in virtual clinic (every 2-3 months)
• First point of contact for internal and external inquiries from fax, telephone and email for: meeting requests, team signature requests, clinic and general inquiries 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 it's 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 healthcare-related administrative/clerical support experience required
• Previous on-the-job computer, Outlook, MS Teams, 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
• EPIC proficiency preferred
• Previous supervisory experience preferred
• Knowledge of medical terminology preferred
• Experience working in a health care environment preferred

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.