Job Description

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.

Union: Non-Union
Number of vacancies: 1
New or Replacement Position: Replacement
Site: West Park Healthcare
Department: Clinical Programs
Reports to: Clinical Directors
Salary Range: $55,415 - $69,273
Hours: 37.5 per week
Shifts: Monday to Friday: 8:00-4:00, 8:30-16:30, 9:00-5:00
Status: Permanent Full Time
Closing Date: January 8, 2026
Position Summary
Working under the direction of the Clinical Directors, the successful candidate will provide services involving (but not limited to) the following:

• Provides administrative support to the Clinical Directors, Rehab & Patient Flow, and Complex Continuing Care & Respiratory Services
• Coordinates and maintains written and/or electronic calendar/schedule of assigned personnel, including: Coordinating, scheduling and confirming appointments and various other activities for senior professional personnel; utilizing considerable judgment and diplomacy to re-schedule or book appointments according to changing priorities
• Coordinates, organizes meetings and/or events including audio-visual, materials/equipment, following-up and monitoring implementation of meeting decisions
• Proactive and independent management of calendar using diplomacy given nature of contacts (e.g., internal/external senior leaders) and prioritization of competing demands.
• Ensure efficient operation of the office including: establishing, implementing and ensuring appropriate systems are in place to enable work activities to flow smoothly

Duties

• Assists with the preparation of documents with high organizational value and confidentiality such as minutes, agendas, reports, etc.
• Develops, organizes and maintains electronic and paper information filing/retrieval methods, systems, or formats including: identifying and establishing appropriate methods, systems or formats for storing, sorting and retrieving information, files and/or documents, to facilitate ease of information retrieval by users, organizing and updating information, files and/or documents on an on-going basis to ensure they are maintained in a current and accurate manner, indexing, archiving and purging information, files and/or documents, as necessary.
• Responsible for keeping departmental information on UHN intranet/internet up to date by notifying the site administrator with necessary changes.
• Performs clerical support functions, including: assembling, photocopying, collating and distributing materials; opening, sorting and distributing incoming mail and other materials for assigned personnel; preparing outgoing materials to be mailed/couriered; sending and/or receiving facsimiles; processing financial transaction including completing cheque requisitions and other related activities.
• Budgetary & HR transactions support:
• Maintaining attendance records, Complete and Submit payroll
• Assists with HR related submissions for new hires / contract extensions / leaves, etc. working in partnership with various AP Leads and HR divisions at UHN, while ensuring alignment with the budget of respective functional cost centre(s).
• Perform cross-functional and/or other duties consistent with the job classification, as assigned or requested.

Qualifications

• At minimum, completion of a college diploma in office administration or recognized equivalent. Bachelor's degree preferred.
• Min. four (4) years of relevant experience as an Administrative Assistant required. Two (2) or more years as a senior administrative preferred.
• Experience in providing administrative support for a wide variety of settings (including health services), and a wide variety of stakeholders including physicians, trainee programs and senior leaders required.
• Advanced verbal- (e.g., experience and skilled in giving presentation to groups of 10 or more individuals), and written- communication skills (e.g., developing standard operating procedures, annual reports, etc.) required.
• Experience and demonstrated ability in leadership skills, including the ability to train, motivate and provide guidance to administrative staff required. Formal training in leadership preferred.
• Experience and demonstrated ability to collaborate well with members within the team and other departments, including the ability to resolve conflicts as they arise and move forward with common goals and objectives.
• Advanced proficiency in Microsoft Office and document management applications including Excel, Outlook, SharePoint, Excel, Adobe Pro.
• Demonstrated relevant experience and / or ability to perform activities under "Duties" section with high proficiency.
• Excellent decision making and problem solving required. Demonstrated proficiency in a detail-oriented position, reliable, adaptable, able to multi-task, and ability to troubleshoot issues to its resolution.
• Ability to produce high quality work in accordance with hospital standards required.
• Ability to maintain privacy and confidentiality required.
• Ability to work well under pressure and use good judgment and situational awareness in assessing difficult situations required.
• Excellent organizational, time management skills and as well as the ability to take initiative and be able to work independently.
• 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.

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.

Skills Required