Job Description

JOB TITLE Administrative Assistant I, General

Job Posting #: 924186

Union: Non-Union

Site: Toronto Rehabilitation Institute \xe2\x80\x93 University Centre and Lyndhurst Centre

Department: KITE Rehab and Innovation Clinic

Reports to: Program Manager

Hours: 22.50 hours per week; Mondays - Fridays (3 days per week)

Wage range or Salary:$20.86 to $26.08 per hour (Commensurate with experience and consistent with UHN Compensation Policy)

Status: Permanent Part-time

Shifts: 3 shifts per week

Posted Date: September 7, 2023

Closing Date: Until Filled

University Health Network (UHN) is looking for an experienced professional to fill the key role of Administrative Assistant I, General in our KITE Clinic.

The University Health Network, where \xe2\x80\x9cabove all else the needs of patients come first\xe2\x80\x9d, encompasses Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute and the Michener Institute of Education. The breadth of research, the complexity of the cases treated, and the magnitude of its educational enterprise has made UHN a national and international resource for patient care, research and education. With a long tradition of ground breaking firsts and a purpose of \xe2\x80\x9cTransforming lives and communities through excellence in care, discovery and learning\xe2\x80\x9d, the University Health Network (UHN), Canada\xe2\x80\x99s largest research teaching hospital, brings together over 16,000 employees, more than 1,200 physicians, 8,000+ students, and many volunteers. UHN is a caring, creative place where amazing people are amazing the world.

KITE is the research arm of Toronto Rehab and one of the principal research enterprises of UHN, Canada\xe2\x80\x99s top medical research hospital. Together, KITE and UHN are committed to transforming lives and the communities we serve through excellence in care, discovery and learning, while helping build A Healthier World.

KITE is looking for an experienced professional to join this interdisciplinary team as a General Administrative Assistant I. This individual will
exercise judgment and independence under the direction of the KITE Program Manager to provide secretarial and administrative support services to this multidisciplinary team, which includes other administrative assistants, clerical staff and service coordinators.
The role will require you to interact with patients, clinicians, learners/ trainees, researchers, management and other administrative/clerical staff.
The successful candidate will coordinate daily activities of the clinic and ensure its smooth functioning, while providing professional and compassionate service to our patients. The successful candidate will be expected to support the University Centre site as well as the Lyndhurst Centre site.

Responsibilities:

• Ensuring the efficient operation and organization of the program and patient activities
• Booking patients for individual clinic appointments; making reminder calls/ sending reminder e-mails including patient pre-appointment questionnaires; responding to patients\xe2\x80\x99 calls and voicemails.
• Rescheduling clinic patients if cancellation occurs
• Preparing patient clinic list prior to clinic
• Transcription and preparing letters and insurance forms, as assigned
• Handling queries and questions from patients, other clinicians, internal and external stakeholders in a professional, courteous and timely manner or redirecting to appropriate person
• Coordinating clinic room bookings and clinician scheduling; assisting with patient check-in, set-up and take-down of consult rooms during clinic
• Maintaining patients\' records (electronic and paper)
• Collecting and cross-referencing information in electronic databases and tracking forms, producing program patient activity reports
• Using advanced word processing to facilitate the production of patient reports and other documents/materials, as assigned
• Managing the flow of documentation through the program, including using knowledge of medical terminology and discretion to alert physicians or clinicians to diagnostic reports that require priority attention
• Managing patient billing and reconciliation, as required
• Performing clerical and administrative support functions to the SPARC team, as assigned
• Performing cross-functional responsibilities, as required
• Performing other duties consistent with the job classification, as assigned

Qualifications:

• Completion of a recognized medical office program at the diploma level
• At least one (1) to two (2) years of related medical secretarial experience
• Comprehensive knowledge of health care legislative policies, organizational/program practices, procedures and standards
• Knowledge of medical terminology required
• Extensive on-the-job computer/word processing, database and spreadsheet software experience required; advanced experience in a Microsoft Office environment required

• Excellent written and verbal communication skills, strong customer service skills
• Excellent organization and prioritization skills with the ability to perform multiple concurrent tasks with a high degree of attention to detail
• Previous experience with patient booking, strong knowledge of Microsoft Outlook
• Ability to learn quickly and work independently
• Excellent interpersonal skills, must be a team player
• Ability to maintain confidentiality as per UHN, legislative (PHIPA) and departmental policies
• Ability to perform duties in a professional and courteous manner and produce high quality work while meeting deadlines in accordance to UHN standards
• Client service oriented, with the ability to effectively work with diversity and appreciate that people with different opinions, backgrounds and characteristics bring richness to the challenge or situation at hand
• Satisfactory attendance
• Previous experience working in an academic teaching hospital is an asset

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.

Vaccines (COVID and others) are a requirement of the job unless you have an exemption on a medical ground pursuant to the Ontario Human Rights Code.

UHN is a respectful, caring, and inclusive workplace. We are committed to championing accessibility, diversity and equal opportunity. Requests for accommodation can be made at any stage of the recruitment process. Applicants need to make their requirements known in advance. Any information received related to an accommodation will be addressed confidentially.

University Health Network thanks all applicants, however, only those selected for an interview will be contacted.

University Health Network