Administrative Assistant I, General - Family Health Team

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, Garrison Creek (off-site clinic)

Department: Toronto Western Family Health Team

Reports to:  Clinic Manager

Salary Range: $23.14 to $28.92

Hours: 37.5 Weekly

Shifts:  Monday to Friday Varied Shifts (8:00-4:00pm, 8:30- 4:30pm, 9:00-5:00pm, 10:00-6:00pm,with occasional evening 12:00pm-8:00pm or Saturday coverage 8:30-4:30pm)

Status:  Permanent Full Time

Closing Date:  August 20, 2026

Position Summary

Toronto Western Family Health Team (TW FHT)'s program links with the surrounding community to provide primary care to families and community members, with special attention to the needs of the aging population, children and women and patient populations who include: a) underserved, at-risk and high needs patients, c) adolescents and emerging adults and d) patients with mental health and addictions.

With the teamwork of physicians, nurse practitioners, primary care nurses, social workers, pharmacists, physiotherapists, occupational therapists, respiratory therapists and chiropodists.

As a member of the Family Health Team, the Administrative Assistant I, General will provide reception and administrative support, greet and check in patients, facilitate use of self-check in kiosks and process payments for uninsured services.

Duties

• Addressing patient inquiries in person and over the phone
• Exercise judgment and decision-making to book and schedule appointments over the phone, online and in-person
• Triage appointment requests, obtain necessary information, select the correct appointment types, advise appropriate personnel of appointment types
• Cancel and/or re-schedule and book follow up appointments
• Receiving and documenting scans and faxes
• Messaging and communication with providers and members of the healthcare team
• Utilizing Electronic Medical Records and implementing various tools and alert functions and making recommendations on functionality of EMR for quality improvement
• Routine data collection/collation activities and other clerical support
• Following established procedures to ensure the efficient flow of patient appointments
• Maintaining written and/or electronic calendar/schedules
• Maintaining and modifying electronic and paper information filing/retrieval systems methods, and/or formats
• Ensuring the efficient operation of the booking process

Qualifications

• At minimum, completion of post secondary certificate Office/ Medical Administration or recognized equivalent
• Minimum 2 to 4 years practical and related experience
• General knowledge of office practices, processes, procedures and electronic tools including Microsoft office applications (Word, Excel)
• Knowledge of medical terminology preferred
• Experience working in a health care environment and/or primary care required
• Excellent customer service and de-escalation skills
• Knowledge of a second language an asset
• Must be able to read and understand sort notes, brief forms and/or instructions
• Experience utilizing an electronic medical record (EMR) i.e. PS Suite
• Ability to perform duties in a professional and courteous manner and produce high quality work while meeting deadlines in accordance to UHN standards
• Exercise initiative and good judgment with ability to multi-task
• Compliance with confidentiality requirements under UHN Privacy Policy
• Effective organizational, interpersonal, and communication skills
• Ability to handle difficult situations
• Ability to work effectively in a team environment
• Client service oriented, with the ability to effectively work in a diverse neighbourhood and a community based environment

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.

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.