Job Description

ADMINISTRATIVE ASSISTANT II

Job Posting #: 922257

Union: Non-Union

Site: Toronto General Hospital

Department: Surgery

Reports to: Manager

Hours: 37.5

Wage range or Salary: $23.28 - $29.10 per hour: To commensurate with experience and consistent with UHN compensation policy

Status: Permanent Full-time

Shifts: M-F

Posted Date: July 6, 2023

Closing Date: Until filled.

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 groundbreaking 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.

Position:

The Administrative Assistant II exercises judgement and independence in the performance of administrative support to the Program Services Manager and unit teams, communicating effectively with clients, team members, internal and external stakeholders. Working closely with Manager to ensure unit is staffed as per direction; scheduling patient appointments and arrange appropriate transportation as required; providing administrative functions including payroll processing; monitoring expenses and variances, i.e., purchase requisitions, petty cash, cheque requisitions; compiling program service statistics, data entry and reporting; maintaining an accurate and confidential filing system; preparing reports including letters, memos, agendas; organizing room bookings, conference requests and catering; recording minutes of meetings; responding to a variety of inquires; understanding of, compliance with, and commitment to patient safety responsibilities and corresponding hospital plans, policies and procedures in order to ensure a safe environment for patients; other related administrative duties, as requested by the Manager.

Duties

• 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 required
• Completion of a recognized medical or business post-secondary secretarial arts program at the diploma level required
• Three (3) years related administrative assistant support experience required
• Previous on-the-job computer/word-processing, database and spreadsheet software experience required; experience in a Microsoft Office environment preferred
• Ability to work under pressure in a busy environment; ability to multi-task and effectively manage competing priorities
• Work proactively using critical thinking, accurate processing of information and self-directed follow through
• Experience working in a health care environment an asset but not required
• Very good organizational and time management skills required
• Very good interpersonal and customer service skills required
• Very good verbal and written communications skills required
• Good knowledge of health care, organizational/office practices, procedures and standards required
• 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

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