Administrative Assistant II, Medical

University Health Network; Toronto; On-site; CAD 36,000 - 45,000; Part time

Benefits offered by this job

HOOPP pension

Transit access

Flexible work environment

Development opportunities

Corporate discounts

Job summary

University Health Network is seeking an Administrative Assistant II to provide high-level administrative, reception and referral support within the Department of Endocrinology at UHN in Toronto. The role requires organization, independence, and a strong knowledge of medical terminology to facilitate documentation and scheduling.

The position offers 18.75 hours per week in a permanent part-time role, with a competitive hourly compensation range.

Qualifications

• Completion of Secondary School or recognized equivalent.
• Post-secondary office/medical administration program at certificate level or equivalent.
• Two (2) years related administrative support experience.
• Experience with EPIC EMR for referrals and scheduling is required.
• Proficiency with Microsoft Office in a health-care setting is preferred.
• Healthcare environment experience is an asset.
• Second language fluency is an asset (e.g., French).
• Excellent organizational and time-management skills.
• Excellent interpersonal, verbal and written communication skills.
• Ability to work effectively in an interdisciplinary team.

Responsibilities

• Manage calendar and scheduling with independence in a busy program.
• Process referrals, schedule/reschedule patient appointments, respond to inquiries.
• Maintain physician CVs and licensing renewals.
• Assist with research-related administrative tasks and deadlines.
• Submit and track expense reimbursements and card reconciliations.
• Support data reporting and patient experience; register patients in EPIC EMR.
• Provide backup and cross-coverage as part of the admin team.

Skills

Administrative teamwork

Interpersonal communication

Time management

Critical thinking

Multi-tasking

Fluency in second language

Education

Secondary School Diploma

Post-secondary office/medical administration certificate

Tools

EPIC EMR

Microsoft Office

Job description

• Compensation: CAD 26.14 - CAD 32.67 - hourly

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.

Union: Non-Union
Number of vacancies: 1
New or Replacement Position: New
Site: Toronto General Hospital
Department: Endocrinology
Reports to: Supervisor
Salary Range: $ 26.14 to $ 32.67 per hour
Hours: 18.75 hours per week
Shifts: Various
Status: Permanent Part-Time
Closing Date: November 2, 2026

Position Summary

The Administrative Assistant II exercises judgment and independence in the performance of administrative 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; 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; performing clerical support functions, as assigned. The Administrative Assistant II will be responsible for providing administrative, reception, and referral support within the Department of Endocrinology at UHN.

Duties

• Overall responsibility is to ensure that all work from this office is deftly managed by being focused on effectively and efficiently managing constantly changing priorities related to a busy program, calendar and schedule management and effective communication with all relevant parties
• 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 for scheduled patients
• Maintain updated academic documentation (physician CVs), including annual licensing/certification renewals
• Assist with research-related administrative tasks (such as tracking grant submission deadlines, assisting with submission logistics, etc.)
• Submit and track expense reimbursements and corporate credit card reconciliations via institutional financial platforms
• Complete administrative tasks that support data reporting requirements and a positive patient experience, meeting quality standards set out by UHN including registering patients, as needed, in UHN’s EPIC EMR (Electronic Medical Record) system
• Exercise considerable judgment and have independence in providing administrative support to a busy service and excellent patient care; work proactively using critical thinking, accurate processing of information and self-directed follow through
• Follow-up and upload documentation following patient consults with clinicians, nurse coordinators, and allied health, 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 related administrative support experience
• Experience working with EPIC EMR for managing referrals, appointment scheduling, and standard clinical operations is required
• Previous on-the-job computer/word-processing in a Microsoft Office environment is preferred
• Experience working in a health care environment is an asset
• Fluency in a second language is considered an asset (e.g., French)
• Knowledge of medical terminology is an asset
• Excellent organizational and time management skills
• Excellent interpersonal, verbal and written communication skills
• Demonstrated flexibility and adaptability in responding to changing schedules and workflow needs
• Ability to work well under pressure and use good judgment in assessing difficult situations
• 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.

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.