Administrative Assistant II

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

Site: University Health Network

Department: Surgical Oncology, Urology

Reports to: Physician(s)

Hours: 37.5 hours per week

Shifts: Monday-Friday

Status: 1 year contract

Closing Date: September 4, 2025

Job Summary:

The Division of Surgical Oncology is seeking an individual to join the administrative team. The Administrative Assistant II exercises judgment and independence in the performance of secretarial activities, the principal responsibilities include: 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; performing reception responsibilities; maintaining written and/or electronic calendar/schedule; administering and monitoring billing procedures and departmental budgeting records; ensuring efficient operation of the office, within the scope of authority; modifying and maintaining electronic and paper information filing/retrieval methods, systems and/or formats; providing functional supervision to lower classified clerical position(s); performing clerical support functions.

To be considered for this role, you must have experience in managing time and tasks within an extremely busy professional office environment, and have the ability to focus on the priorities of a rapidly changing day. You have solid EPIC Administrative and Patient Booking skills in addition to moderate proficiency in MS Office applications especially Outlook, Word, Excel and Calendar; good organizational and time management skills and the ability to multitask effectively. The successful incumbent will show initiative and work well with a wide range of people throughout the organization. They will also be insightful, mature and tactful, remain calm under pressure and confident in their capability to perform well in the job and make it their own.

Duties:

• Physician (Surgeon) Support, which may include scheduling of patient consults and tests;
• Contacting patients or related administrative tasks including scheduling of surgeries (OR) / preparing OR packages for patients;
• Picking up and triaging voice mail and email messages; logging cases, notifying patients of appointments, preparing patient forms, reports and invoices; booking meetings; answering calls and preparing correspondence; assisting with patient OHIP billing; and (if applicable) the following: organizing physician calendar; CV updating; publication and speaking engagement tracking; travel arrangements and preparation of itineraries; assisting with student and observers privileges and orientation.

Qualifications

• Completion of Grade XII or recognized equivalent
• Completion of a medical terminology course
• Completion of a recognized post-secondary general or medical office administration program at the diploma level or equivalent
• 2 – 3 years related medical administrative support experience
• Previous on-the-job computer/word-processing, database and spreadsheet software experience; experience in a Microsoft Office environment
• Previous work experience using EPIC (Electronic Patient Record) and PHS (Pathways Healthcare Scheduling) or other electronic systems preferred
• Good organizational, time management, and prioritization skills
• Intermediate word-processing/typing skills
• Good verbal and written communication skills
• Sound 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 work in accordance with Hospital standards
• Ability to work well under pressure
• Ability to use good judgment in assessing difficult patient situations

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.

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.