Administrative Assistant II (Medical) - JS Sonshine Centre

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.

Job Description

Union: Non-Union

Number of vacancies: 1

New or Replacement Position: New

Site: Toronto   Western Hospital

Department: JS Sonshine Centre - Department of Neurology / KBI

Reports to:  Director & Program Coordinator, Jay & Sari Sonshine Centre

Salary Range: $25.56 - $31.95 per hour

Hours: 22.5 hours per week

Shifts:  Day

Status: Temporary Part-Time

Closing Date:  July 9, 2026

Position Summary

The Jay and Sari Sonshine Centre for Stroke Prevention & Cerebrovascular Brain Health at Toronto Western Hospital is currently recruiting a Clinical Administrative Assistant II. The ideal candidate will have a strong background in clinical administration, and a passion for innovation and creativity, while working with high productive outputs.

The JS Sonshine Centre was officially established in October of 2023 with a mission to bring patients, communities, clinicians and scientists together to work on preventing stroke and preserving brain health through better brain care. The centre is founded on principles of the lifestyle medicine paradigm to provide enhanced quality of outpatient services tailored to patient-directed care for: better prevention of future stroke, improved quality of life post-stroke/TIA, and optimized brain care over years for all. The three overarching pillars of the JS Sonshine Centre are: a) innovation to catalyze integration of clinical care; 2) education to optimize promotion of brain health; and 3) research collaborations to advance brain health both nationally and internationally.

Duties

• Support the timely and efficient processing of incoming referrals, scheduling/rescheduling of patient appointments, responding to patients' general inquiries, cancelling patient appointments, and completing reminder communications at the UHN Jay & Sari Sonshine Centre Clinics
• Complete administrative tasks that support data reporting requirements and a positive patient experience, meeting quality standards set out by UHN including registering patients, as needed, in UHN’s EPIC EMR (Electronic Medical Record) system
• Utilizing knowledge of medical terminology and advanced functions to provide word processing/typing services to facilitate the production of moderate and/or complex documents/materials for assigned personnel
• Maintaining written and/or electronic calendar/schedule
• Administering and monitoring billing procedures and departmental budgeting records
• Modifying and maintaining electronic and paper information filing/retrieval methods, systems and/or formats
• Assist with day-to-day JSSC administrative activities as needed
• Provide cross-coverage support as a member of an operational administrative team 

Qualifications

• Completion of a recognized post secondary medical secretarial arts program at the diploma level or equivalent, required
• Completion of a Bachelor's Degree, preferred
• Three (3) years related clinical administration and support experience, required
• Completion of a medical terminology course, required
• Previous on-the-job computer/word-processing, database and spreadsheet software experience in a Microsoft Office environment is preferred
• Experience working in an academic health care environment
• 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
• Strong writing, editing, and proofreading skills
• Experience working with financials and billing is an asset
• Excellent organizational and time management skills
• Excellent knowledge of health care, organizational/office practices, procedures and standards
• Excellent interpersonal, verbal and written communication skills
• Ability to use good judgment in assessing difficult situations
• Able to operate effectively in an interdisciplinary team
• Ability to maintain and protect patient confidentiality 

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 )
• 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.