Administrative Assistant II, Medical

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

Job summary

An established industry player in healthcare is seeking an Administrative Assistant II to join their dynamic team. This role is pivotal in ensuring the smooth operation of administrative tasks, including managing patient appointments and supporting clinical operations. With a focus on excellence, the successful candidate will utilize their organizational skills and knowledge of medical terminology to enhance patient experiences while working in a collaborative environment. This position offers the opportunity to work alongside some of the most talented healthcare professionals, contributing to a vision of building a healthier world. If you are passionate about making a difference in healthcare, this role is perfect for you.

Benefits

Competitive Offer Packages

Healthcare of Ontario Pension Plan (HOOPP)

Close Access to Transit

Flexible Work Environment

Opportunities for Development

Corporate Discounts

On-Site Gyms

Qualifications

• Completion of Secondary School and a recognized post-secondary program required.
• 2+ years of administrative support experience preferred.

Responsibilities

• Support processing of referrals and scheduling patient appointments.
• Maintain office operations and assist with billing procedures.

Skills

Organizational Skills

Time Management

Interpersonal Communication

Verbal Communication

Written Communication

Medical Terminology Knowledge

Team Collaboration

Education

Secondary School Completion

Post-Secondary Office/Medical Administration Program

Tools

EPIC EMR

Microsoft Office

Job description

UHN is Canada’s No. 1 hospital and the world’s No. 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 is only because of the talented and dedicated people who work here that we are continually bringing that vision closer to reality.

Union: Non-Union
Site: Toronto General Hospital
Department: Medicine
Reports to: Physician
Job Grade: A0:06
Hours: 37.5 hours per week
Salary: $24.82 – $31.02 per hour
Shifts: Weekdays; Monday - Friday
Status: Permanent Full-Time
Closing Date: January 27, 2025

Position Summary
The Administrative Assistant II exercises judgment and independence in the performance of secretarial activities. The principal responsibilities include utilizing knowledge of medical terminology and advanced functions to provide word processing/typing services to facilitate the production of moderate and/or complex documents/materials for assigned personnel; performing reception responsibilities; maintaining written and/or electronic calendar/schedule; administering and monitoring billing procedures and departmental budgeting records; ensuring efficient operation of the office within the scope of authority; modifying and maintaining electronic and paper information filing/retrieval methods, systems, and/or formats; providing functional supervision to lower classified clerical position(s); and performing clerical support functions as assigned.

Duties

• Support the timely and efficient processing of incoming referrals, scheduling/rescheduling of patient appointments, responding to patients' general inquiries, cancelling patient appointments, and completing reminder communications at the UHN spondylitis screening clinic.
• Complete administrative tasks that support data reporting requirements and a positive patient experience, meeting quality standards set out by UHN, including registering patients in UHN’s EPIC EMR (Electronic Medical Record) system as needed.
• Schedule appointments with patients to support clinical operations.
• Complete documentation following patient consults with clinicians and rheumatologist, including transfer of notes back to referring clinician.
• Provide backup/cross-coverage support as a member of an operational administrative team.

Qualifications

• Completion of Secondary School or recognized equivalent.
• Completion of a recognized post-secondary office/medical administration program at the certificate level or equivalent.
• Two (2) years of related administrative support experience.
• Experience working with EPIC EMR for managing referrals, appointment scheduling, and standard clinical operations is an asset.
• Previous on-the-job computer/word-processing experience in a Microsoft Office environment is preferred.
• Experience working in a health care environment is an asset.
• Knowledge of medical terminology is an 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).
• 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 and 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 is misleading, inaccurate, or incorrect, UHN reserves the right to discontinue 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.