Administrative Assistant I - Surgical Services & Ambulatory Care

University Health Network; Toronto; On-site; CAD 32,000 - 40,000; Part time

Benefits offered by this job

HOOPP pension plan

Transit access & shuttle service

Flexible work environment

Development opportunities

Job summary

University Health Network’s Toronto General Hospital is seeking an Administrative Assistant I to support the Head & Neck-ENT Clinic and Plastic Surgery Clinic. In a fast-paced ambulatory setting you will manage appointments, patient records, front desk duties and clinic workflows to ensure smooth daily operations.

You will work in a hospital environment, require strong organizational and communication skills, and be proficient with Microsoft Office; Epic experience is an asset.

Qualifications

• Completion of a recognized post-secondary office/medical administration program.
• Completion of a medical terminology course.
• Two years related secretarial experience.
• Proficiency with Microsoft Office; Epic is an asset.

Responsibilities

• Coordinate appointments and manage patient records and information systems.
• Maintain documentation and databases; support patient access and clinic flow.
• Provide front-line reception, registration and patient check-in for in-person and virtual visits; support clinic operations.

Skills

Organizational skills

Time management

Interpersonal skills

Customer service

Verbal & written communication

Confidentiality

Multitasking

Problem solving

Independence

Teamwork

Microsoft Office

Epic experience

Education

Post-secondary office/medical administration certificate

Medical terminology course

Tools

Microsoft Office

Epic health information system

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.

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

Union: CUPE Clerical Bargaining Unit
Site: Toronto General Hospital
Department: Surgical Services
Reports to: Manager
Wage Range:$23.14 - $28.92 per hour
Hours:22.5 Hours per Week
Shifts: Various as Required
Status: Temporary Part Time (End Date ~October 29, 2027)
Closing Date: September 3, 2026

Job Summary

The Head & Neck-ENT Clinic and Plastic Surgery Clinic are specialized ambulatory outpatient clinics providing assessment, treatment, procedural, and follow-up care for patients with a broad range of otolaryngology, head and neck, reconstructive, and plastic surgery conditions.

The Administrative Assistant I plays an integral role in supporting the day-to-day operations of the clinics. Working in a fast-paced ambulatory environment, the incumbent contributes to clinic readiness, efficient workflows, and the effective delivery of ambulatory care through the provision of comprehensive administrative, patient service, and clinic support.

Responsibilities include coordinating appointments, managing patient records and information systems, maintaining accurate documentation and databases, supporting patient access and flow through the clinic, providing front-line reception, registration, and patient check-in services for in-person and virtual visits, and supporting operational activities that contribute to the efficient functioning of the clinics. The incumbent exercises sound judgment, prioritizes competing demands, and adapts effectively to changing operational and patient care needs.

The successful candidate will have experience supporting a busy healthcare or professional office environment, strong organizational and communication skills, and proficiency with Microsoft Office applications. Experience with an electronic health record system, such as Epic, is preferred. The ability to work independently, collaborate effectively with diverse teams, and maintain a high standard of service in a dynamic clinical setting is essential.

• Completion of a recognized post-secondary office/medical administration program at the certificate level or equivalent
• Completion of a medical terminology course
• 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
• 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 is 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 using Epic health information system software 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 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.

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.