Secretary

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.

www.uhn.ca

Union: CUPE TW
Number of Vacancies: 2
Site: Toronto Western Hospital, Family Health Team
Department: Family Health Team, Bathurst (off site clinic)
Reports to: Clinic Manager
Work Model: On-Site
Hours: 37.5 hours per week
Salary: $28.80 - $29.69 per hour (start rate non-negotiable)
Shifts: Monday - Friday (Varied Shifts 08:00-16:00, 08:30-16:30, 0900-17:00); and Saturday 08:30-16:30 as required
Status: Permanent Full Time
Closing Date: April 17, 2025

Position Summary
The Secretary is a member of the inter-professional care team at UHN Toronto Western Family Health Team (Bathurst Site) and is expected to be a highly organized and detailed orientated individual by ensuring smooth office operations and excellent patient experience. The Secretary role involves a combination of administrative, scheduling, and patient-facing responsibilities including appointment coordination, reception duties, financial transaction, and records management.

Duties

• Greet patients in person, assist with registration, and direct them to the kiosk for self-check-in.
• Oversee CHIME wayfinding system for scheduling and patient flow.
• Schedule and modify patient appointments as needed.
• Coordinate clinician schedules.
• Arrange transportation for patients when required
• Generate invoices and process patient payments.
• Provide and collect signed roster forms from patients at check-in.
• Answer phone calls using a call centre system and manage voicemails in a timely manner.
• Respond to PSS messages and address patient inquiries.
• Monitor and process OCEAN documents.
• Perform clinic closing duties, including charging iPads, securing doors, and tidying work areas.
• Process patient referrals
• Process incoming faxes and scanning of documents
• Work in compliance of the Occupational Health & Safety Act an its regulations; reporting hazards, deficiencies and contraventions of the Act in a timely manner
• Perform cross-functional duties with the job classification as assigned and or required including acting as back up for staff during staff absences and breaks.

• At minimum completion of post-secondary certificate up to 1 year in a General/ Medical Office Administration program or recognized equivalent required.
• At minimum 1 year experience working in a primary care setting within a hospital environment required.
• Up to 6 months to 1 year of demonstrated experience using Microsoft Office applications and specialized medical platforms such as TELUS PSS Suite, CHIME, Ocean, and EPIC required.
• Experience using a call-centre system to manage high volumes of phone calls an asset.
• Good verbal and written communication skills required.
• Proficiency in spoken and written English for effective communication required.
• Good interpersonal and customer service skills required.
• Good time management and organizational skills required.
• Ability to produce high quality work in accordance with hospital standards required.
• Ability to exercise initiative and good judgement required.
• Ability to comply with confidentiality requirements required.
• Knowledge of general office practices, procedures and standards required.
• Familiarity with medical terminology preferred.
• Proficiency in scheduling and task coordination in a healthcare setting preferred.
• Strong problem-solving abilities and attention to detail.
• Ability to handle difficult patient interactions and challenging situations with professionalism.
• Client service oriented, with the ability to effectively work with diversity and appreciate that people with different opinions, backgrounds and characteristics bring richness to the challenge or situation at hand.
• Ability to perform duties in a professional and courteous manner, producing high-quality work while meeting deadlines in accordance with UHN standards.
• Ability to work effectively in a team environment.

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.