Administrative Assistant I - Surgical Services

University Health Network; Old Toronto; On-site; CAD 30,000 - 60,000; Part time

Job summary

An established industry player in healthcare is seeking a dedicated Administrative Assistant I to join their Surgical Services team. This part-time role involves providing essential secretarial and clerical support, ensuring smooth operations in a fast-paced environment. The ideal candidate will possess excellent organizational skills, proficiency in MS Office, and experience with health information systems. As part of a renowned network of hospitals, you will have the opportunity to work alongside talented professionals committed to transforming lives through exceptional patient care. If you thrive in a dynamic setting and are eager to make a meaningful impact, this position is perfect for you.

Benefits

Competitive offer packages

Healthcare of Ontario Pension Plan (HOOPP)

Close access to Transit and UHN shuttle service

Flexible work environment

Opportunities for development and promotions

Corporate discounts (travel, restaurants, etc.)

Qualifications

• 2+ years of secretarial experience in a busy office environment.
• Proficient in MS Office applications and health information systems.

Responsibilities

• Provide secretarial and clerical support to the Surgical Services team.
• Maintain electronic and paper filing systems and assist with scheduling.

Skills

MS Office applications (Outlook, Word, Excel, PowerPoint)

Organizational skills

Customer service skills

Time management skills

Problem-solving ability

Health information system (Epic)

Education

Completion of a medical terminology course

Post-secondary secretarial arts program

Tools

Epic health information system

Database software

Spreadsheet software

Job description

Administrative Assistant I - Surgical Services

• Part-time
• Department: Other (Not Listed)

The University Health Network, where “above all else the needs of patients come first”, 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 “Transforming lives and communities through excellence in care, discovery and learning”, the University Health Network (UHN), Canada’s 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.

Union: Non-Union (2 positions)
Site: Toronto General Hospital
Department: Surgical Services
Reports to: Manager
Hours: Various as required
Salary: $22.46 - $28.08 per hour
Status: Casual
Closing Date: January 2, 2025

As a member of the Surgical Services Ambulatory Clinics team, the Administrative Assistant I will exercise some judgment or decision-making to provide secretarial and clerical services, in support of administrative and/or professional personnel, including: providing support with small and/or informal meetings/events; maintaining written and/or electronic calendar/schedules; maintaining and modifying electronic and paper information filing/retrieval systems methods, and/or formats; performing routine budgetary support functions; performing cross-functional responsibilities and other duties consistent with the job classification, as required.

To be considered for this role, you must have significant experience in managing time and tasks within an extremely busy professional office environment, and have the ability to focus on the priorities of a rapidly changing day. You have excellent MS Office applications skills, especially Outlook, Word, Excel, and PowerPoint; experience in scheduling patient appointments and overseeing patient chart management; superb organizational skills and the ability to multitask effectively. Drawing upon secretarial experience to provide efficient and effective front desk responsibilities, including strong proficiency in using a health information system digital patient record (i.e. Epic) supporting reception responsibilities for all patients (in-person and virtual visits).

The successful incumbent will show initiative and work well with a wide range of people throughout the organization. They will also be insightful, mature and tactful, remain calm under pressure and confident in their capability to perform well in the job and make it their own.

• Completion of a medical terminology course
• Completion of a recognized post-secondary secretarial arts program at the certificate level or equivalent
• Two (2) years related secretarial experience
• Previous on-the-job computer/word-processing, database and spreadsheet software experience required; experience in a Microsoft Office environment
• Excellent organizational and time management skills
• Excellent interpersonal and customer service skills
• Excellent verbal and written communication skills
• Demonstrated ability to work in a team environment and collaborate as an active participant with others in assisting with the delivery of care to patients
• Ability to maintain confidentiality
• Ability to work well under pressure and multi-task
• Ability to produce high-quality work in accordance with Hospital standards
• Ability to use good judgment in assessing difficult situations, and strong problem-solving ability to work with considerable independence in solutioning such situations (and including appropriate escalation, when necessary)
• Experience working in a health care environment an asset
• Experience working in a teaching hospital environment an asset
• Experience using Epic health information system software an asset

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.