Administrative Assistant II, General

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’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

Job Description

Union: Non-Union
Number of Roles; 1
New or Replacement: New
Site: Toronto Western Hospital
Department :Supportive Care - Palliative Care
Reports to :Business Operations Manager
Salary: $26.14- $32.67 per hour
Hours: 37.5 hours per week
Shifts:  Days
Status: Permanent Full Time
Closing Date: November 6, 2026

Job Summary

The Administrative Assistant II will work closely within a multidisciplinary team to support patients requiring palliative care. This role will primarily support a team of physicians with their clinical scheduling needs as well as support administrative tasks such as faxing prescriptions, drafting letters, liaising with other team members in the Department of Supportive Care and across the University Health Network. The Administrative Assistant II will work within a team with other administrative assistants to work collaboratively to problems, provide coverage for each other and facilitate patient care.

The ADMINISTRATIVE ASSISTANT II exercises considerable judgment/independence and utilizes knowledge of medical terminology/moderately advanced functions to provide primary administrative support of psychosocial oncology staff, including:

Duties

• acting in a moderately independent manner to maintain several electronic calendars including entering patient appointment information into multiple databases for tracking purposes;
• utilizing considerable independence to coordinate and organize external community referrals ;
• utilizing knowledge of medical terminology and moderately advanced functions to provide word processing services to facilitate the production of moderately complex documents;
• organizing, modifying, and maintaining confidential electronic file retrieval methods, systems and/or formats;
• arranging small to mid-size formal and informal meetings/events;
• ensuring efficient operation of the office, 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.

Qualifications

• Completion of a medical terminology course
• Completion of Grade XII or recognized equivalent
• Completion of a recognized post-secondary medical office administration program at the diploma level or equivalent
• Three (3) years related medical administrative support experience
• Previous on-the-job word-processing, database and spreadsheet software experience; experience in a Microsoft Office environment
• MS Teams experience an asset
• Experience with electronic scheduling tools
• Excellent organizational, time management, and prioritization skills
• Excellent verbal and written communication skills
• Excellent interpersonal and customer service
• Excellent 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, reliable 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 health care environment an asset
• Experience working in a teaching hospital environment an asset
• Second language an asset

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 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. At University Health Network (UHN), artificial intelligence technologies may be used to assist in the screening, assessment, and selection of candidates for this position.

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.