Administrative Assistant I

Company Description

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@Home:

To inspire, invent and deliver tomorrow’s care UHN@Home looks beyond our walls and identifies and integrates the health and well-being services and supports to provide comprehensive care to our patients.  Integrated Care is an evidence-based model of care aimed at improving the patient, caregiver and care provider experience, with a focus on a creating a seamless care experience for the patient across the health continuum. At UHN@Home, we are collaborating with healthcare providers and system administrators from partner organizations to improve patient transitions from UHN into the community. Our goal is to improve patient satisfaction and their overall health outcomes by following the patient throughout their journey, including wherever possible providing needed care at home.

www.uhn.ca

Job Description

Union: Non-Union  

Department: UHN Connected Care, Integrated Care

New or Replacement: New

Site: Toronto General Hospital

Reports to: Manager, UHN@Home

Work Model: On-site

Hours: 37.5 hours per week (May include evening or weekend support on a rotation) 

Salary: $23.14 – $28.92 per hour (To commensurate with experience and consistent with UHN compensation policy)

Status: Permanent Full-time. Contingent on continued funding.

Closing Date: Open until filled

POSITION SUMMARY:

We are looking for a dedicated and passionate individual to support effective clinical operations UHN@Home, with an emphasis on assisting Integrated Care Leads and providing administrative support to the UHN@Home Director and Manager.  This includes calendar management, scheduling and coordination of meetings, organizing and tracking regular updates, and ensuring smooth communication across stakeholders.

The Administrative Assistant exercises considerable judgment and independence, utilizing knowledge of medical terminology and advanced computer applications to provide secretarial and clerical services. The ideal candidate thrives in a dynamic work environment, can create structure and processes, and ensures efficient work practices. 

RESPONSIBILTIES INCLUDE:

• Provide confidential administrative support to clinicians (e.g., Physicians, Nurse Practitioners, Social Worker etc.), and to the Connected Care Hub team, 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
• Management of office supplies and equipment etc.
• First point of contact for internal and external inquiries from fax, telephone, e-mail inquiries for: meeting requests, Program Team signature requests, clinic inquiries, event inquiries 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 its regulations, reporting hazards, deficiencies and contraventions of the Act, in a timely manner

Qualifications

• Completion of Grade XII or recognized equivalent
• Completion of a recognized medical or business post-secondary administrative professional program at the diploma level preferred
• Two (2) years work related administrative support experience preferred
• 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

Additional Information

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 compensation & benefits (medical, dental, etc.)
• HOOPP defined benefit pension plan
• Wellness services & offerings
• Close access to Transit and UHN shuttle service
• 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.)

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.