Administrative Assistant II

University Health Network; Toronto; On-site; CAD 45,000 - 70,000; Full time

Job summary

An established healthcare institution is seeking a dedicated Medical Administrative Assistant II for its Stroke Prevention Clinic. This role involves managing complex appointment schedules, providing clerical support, and ensuring effective communication within a busy clinic environment. The ideal candidate will possess strong organizational skills, proficiency in medical terminology, and experience with health information systems. Join a team that is committed to excellence in patient care and research, and enjoy a supportive work environment with ample opportunities for professional growth and development.

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.)

On-site gyms

Qualifications

• 3+ years of related administrative support experience required.
• Fluency in a second language is an asset (e.g., French).
• Experience in a healthcare environment is preferred.

Responsibilities

• Maintain complex digital appointment schedules for clinicians.
• Provide secretarial support using medical terminology.
• Organize and maintain confidential electronic/paper files.

Skills

Organizational Skills

Communication Skills

Time Management

Medical Terminology

Interpersonal Skills

Education

Secondary School Completion

Post-Secondary Office/Medical Administration Program

Tools

EPIC EMR

Microsoft Office

REDCap

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.

Union: Non-Union
Number of vacancies: 1
Site:Toronto Western Hospital
Department:Krembil Brain Institute - Stroke Prevention Clinic
Reports To: Manager
Work Model: In-Office
Reports to: Clinical Manager/Director of Stroke
Hours: 37.5hours per week
Shifts: Weekdays; Monday - Friday
Status:Permanent Full-time
Closing Date: May 8, 2025

Position Summary

The MEDICAL ADMINISTRATIVE ASSISTANT II (Stroke Program Stroke Prevention Clinic) is an exclusively in-person, on-site role requiring considerable judgment/independence and utilizing knowledge of medical terminology/advanced functions to provide secretarial and clerical services, in support of medical/professional personnel.

Duties

• Acting in a considerably independent manner to maintain a complex digital appointment schedule/calendar in a busy clinic environment for numerous clinicians and allied health staff, including timely and effective communications (using multiple modalities such as phone, email, in-person, and through the digital health information system, Epic) with patients/families, as well as clinicians and allied staff, to support a successful clinic;
• Utilizing moderate independence to schedule clinic patients for residents and fellows (with the support of the supervising clinician);
• Utilizing knowledge of medical terminology and moderately advanced functions to provide word processing/typing services to facilitate the production of moderately complex documents/materials for assigned personnel;
• Drawing upon secretarial experience to provide efficient and effective reception 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);
• Organizing, modifying, and maintaining confidential electronic/paper filing/retrieval methods, systems and/or formats;
• Participating in clinic performance evaluation and quality improvement activities with other clinic personnel and clinicians;
• Performing some billing functions for providers (e.g. invoices for non-OHIP patients)
• Ensuring efficient operation of the clinic, within scope of authority;
• Performing other related clerical support activities;
• Performing cross-functional duties, as assigned or requested;
• Performing other duties consistent with the job classification, as required.

Qualifications

• Completion of Secondary School or recognized equivalent
• Completion of a recognized post-secondary office/medical administration program at the certificate level or equivalent
• Three(3)+ years relatedadministrative supportexperience
• Experience working with EPIC EMR for managing referrals, appointment scheduling, and standard clinical operations is required
• Experience working with online survey and research database tools such as REDCapisan asset
• Previous on-the-job computer/word-processing in a Microsoft Office environmentispreferred
• Experience working in a health care environmentisan asset
• Fluency in a second language is considered an asset (e.g., French)
• Knowledge of medical terminologyisan asset
• Excellent organizational and time management skills
• Excellent interpersonal, verbal and written communication skills
• Able to operate effectively in an interdisciplinary team

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.

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.