Job Description

JOB POSTING# 924308

Position: ADMINISTRATIVE ASSISTANT II

Site: Toronto Western Hospital

Department: Department of Surgery - UHN

Reports to: Dr. Amin Madani, General Surgery

Hours: 37.5 hours a week; Monday-Friday

Pay Scale: $ 23.04 - $ 28.81 per hour (Commensurate with experience and consistent with UHN Compensation Policy)

Status: Permanent Full Time

Transforming lives and communities through excellence in care, discovery and learning.

At University Health Network, which consists of Toronto General, Toronto Western, Princess Margaret and Toronto Rehab hospitals, nothing is more important to us than our team of dedicated employees. UHN focuses on creating and maintaining a workplace of choice, where our people are recognized and valued. We focus on creating a workplace where people enjoy the challenge of their career, create and engage in best practices and are treated with respect.

The Administrative Assistant II exercises judgment and independence to provide secretarial and administrative support services to professional personnel, including: communicating with patients through phone and email; coordinating and maintaining written and/or electronic calendar/schedules for surgeon; booking clinics; booking ORs at TGH and TWH; coordinating, organizing or planning meetings/events for research; billings for surgeon; organizing and maintaining electronic and paper information filing; performing clerical support functions; performing cross-functional responsibilities, as required; performing other duties consistent with the job classification, as assigned.

Duties

• Serve as the primary support person to Dr. Amin Madani
• Exercise considerable judgment and have independence in providing administrative support to a busy service and excellent patient care; work proactively using critical thinking, accurate processing of information and self-directed follow through.
• Possess an in-depth knowledge of the surgeon\xe2\x80\x99s preferences to be able to effectively plan his schedule and organize his daily activities
• Overall responsibility is to ensure that all work from this office is deftly managed by being focused on effectively and efficiently managing constantly changing priorities related to a busy practice, calendar and schedule management and effective communication with all relevant parties
• Interact with senior management across multiple sites and interface with patients, learners and trainees

• communicating effectively with patients, families, staff, external care providers and the public
• answering telephones and responding to enquiries and redirect as needed
• coordinating and scheduling of patient clinics, OR scheduled dates and ad hoc duties as required
• accurately admitting, transferring and discharging patients in the Electronic Patient Record;
• inputting necessary preadmission data;
• completing chart management activities as per protocol;

QUALIFICATIONS:

• Completion of Grade XII or recognized equivalent
• Completion of a recognized medical office or business administration program at the diploma level
• Three (3) years related administrative assistant support experience required
• Previous on-the-job computer/word-processing, database and spreadsheet software experience; solid experience in a Microsoft Office environment particularly with Outlook, Word, Excel and PowerPoint
• Experience working in a health care environment an asset
• Excellent organizational and time management skills
• Excellent team player
• 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 required
• Ability to maintain confidentiality required
• Ability to work well under pressure and use good judgment in assessing difficult situations required
• Knowledge of medical terminology an asset
• Ensuring invoice payment and office account management (research and billings)
• Ability to manage a number of competing priorities at once and track all tasks to completion

If you are interested in making your contribution at UHN, please apply on-line. You will be asked to copy and paste as well as attach your resume and covering letter. You will also be required to complete some initial screening questions.

POSTING DATE: September 7, 2023 CLOSING DATE: Until Filled

University Health Network