Administrative Assistant I

University Health Network; Toronto; On-site; CAD 32,000 - 39,000; Full time

Benefits offered by this job

HOOPP pension plan

Transit access

Flexible work environment

Development and promotions within a 大

Corporate discounts

Job summary

University Health Network (UHN) is seeking an Administrative Assistant I, General for the Centre for Mental Health at Toronto Western Hospital. The role provides administrative support to outpatient clinics, including Central Intake, and offers back-up coverage within an operational team.

Responsibilities include scheduling, referrals processing via Epic, data reporting, and ensuring high-quality patient experiences in a busy health system.

Qualifications

• Completion of Grade XII or recognized equivalent.
• Completion of a recognized post-secondary office/medical administration program at the certificate level or equivalent.
• Fluency in both English and Portuguese is required.
• Two (2) years related administrative support experience.
• Experience with Microsoft Office environment preferred.
• Experience working in a health care environment is an asset.

Responsibilities

• Schedule and reschedule patient appointments and make reminder calls.
• Manage group waitlists and scheduling.
• Process referrals for the Centre for Mental Health using Epic.
• Support data reporting and maintain a positive patient experience.
• Coordinate with multidisciplinary teams and referring providers.
• Provide back-up support as part of an administrative team.

Skills

Verbal communication

Written communication

Organizational skills

Time management

Customer service

English and Portuguese fluency

Education

Grade XII or equivalent

Post-secondary office/medical administration certificate

Tools

Microsoft Office

Epic EHR system

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.

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. www.uhn.ca

Job 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.

Union: Non-Union

Number of Vacancies: 1

New or Replacement Position: Replacement

Site: Toronto Western Hospital

Department: Centre for Mental Health (Central Intake)

Reports to: Clinical Manager

Salary Range: $23.14 - $28.92 per hour

Hours: 37.5 hours per week

Salary: Permanent Full-Time

Closing Date: October 9, 2026

Position Summary

The Administrative Assistant I, General is responsible for providing administrative support within the Outpatient Mental Health and Addiction Services clinics at Toronto Western Hospital, including Central Intake for the Centre for Mental Health. This position is part of an outpatient mental health clinics portfolio within the Centre for Mental Health at UHN and provides back-up/cross-coverage support as a member of an operational administrative team.

Duties

• Support the timely and efficient scheduling/rescheduling of patient appointments, responding to patients' general inquiries, and completing reminder calls
• Providing administrative support in managing group waitlists and scheduling
• Support the timely, accurate, and efficient assigning, transcribing, processing of referrals for the Centre for Mental Health using UHN’s electronic health record system Epic
• Complete administrative tasks that support data reporting requirements and a positive patient experience, meeting quality standards set out by UHN and the College of Physician and Surgeons of Ontario
• Involves interactions within the multidisciplinary teams within the Outpatient Mental Health and Addiction Services, as well as external and internal referring providers
• Provide back-up/cross-coverage support as a member of an operational administrative team

Qualifications

• Completion of Grade XII or recognized equivalent
• Completion of a recognized post-secondary office/medical administration program at the certificate level or equivalent
• Fluency in both English and Portuguese is required
• Two (2) years related administrative support experience
• Previous on-the-job computer/word-processing, database and spreadsheet software experience required; experience in a Microsoft Office environment preferred.
• Experience working in a health care environment an asset
• Excellent verbal and written communication skills
• Excellent organizational and time management skills
• Excellent interpersonal and customer service skills
• Ability to produce high quality work in accordance with Hospital standards
• Ability to work well under pressureAbility to use good judgment in assessing difficult situations
• Knowledge of general office practices, procedures and standards
• Knowledge of medical terminology an asset

Additional Information

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 https://hoopp.com/)
• 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. 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.