Administrative Assistant III - MSNICU

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: Replacement

Site:  Toronto Western Hospital  - 399 Bathurst Street Toronto, ON M5T 2S8

Department: Medical Surgical Neuroscience Intensive Care Unit (MSNICU)

Reports to:  Nurse Manager

Salary Range: $28.42 - $35.52 per hour

Hours: 37.5 hours per week

Shifts: 7.5 hours/Days - Mon-Fri 08:00-16:00 (Must be flexible and able to adapt to changing environments)

Status: Temporary Full-Time (3 month contract with the possibility of an extension)

Closing Date: March 5, 2026

Position Summary

The Administrative Assistant III is responsible for delivering advanced administrative and secretarial support to the Nurse Manager and the interdisciplinary team in the Medical Surgical Neurosciences Intensive Care Unit (MSNICU). 

The 38 bed Medical/Surgical/Neuro Intensive Care Unit is a regional centre for neurosurgical and spinal cord injured patients and provides nurses with a wide variety of professional challenges.

Care is provided through an interprofessional model where all patients are seen by a group of varied health care providers daily. The acuity and breadth of exposure to our diverse patient population makes it a rich learning environment for students and trainees from all professions – physicians, nurses, pharmacy, respiratory therapists, physiotherapists, occupational therapists, speech language pathologists, registered dieticians, social workers and spiritual care.

The majority of patients have diagnoses of:

Neurologic disorders

General internal medical conditions

Disorders requiring:

Neurosurgery (head and spine)

General surgery

Orthopedic surgery

Duties

• Managing and coordinating complex calendars and schedules (both electronic and written) for assigned personnel 
• Coordinate and manage complex scheduling for a large team of 225+ staff, ensuring operational coverage and efficiency, with demonstrated experience working in a unionized environment
• Utilizing advanced word processing tools to prepare and format complex documents and materials 
• Organizing, coordinating, and planning meetings and events 
• Providing direct and/or functional supervision to designated staff 
• Monitoring, analyzing, and reporting on departmental budgets 
• Ensuring the smooth and efficient operation of the office 
• Developing and maintaining organized systems for electronic and paper filing and information retrieval 
• Performing a variety of clerical and administrative support tasks 
• Carrying out other responsibilities aligned with the job classification, as assigned 

Qualifications

• Completion of Grade XII or recognized equivalent 
• Completion of a recognized medical office or business administration program at the diploma level 
• Four (4) years related secretarial support experience 
• Previous on-the-job computer/word-processing, database and spreadsheet software experience; solid experience in a Microsoft Office environment 
• Previous supervisory experience, preferred 
• Experience working in a health care environment, an asset 
• Excellent organizational and time management skills 
• Very good interpersonal and customer service skills 
• Very good verbal and written communications skills 
• Comprehensive 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 
• Knowledge of medical terminology, an asset 
• Preparing reports and presentation 
• Ensuring invoice payment and office account management 

Additional Information

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.

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.