Administrative Assistant III

University Health Network; Ontario; On-site; CAD 50,000 - 64,000; Full time

Job summary

An established industry player in healthcare is seeking a dedicated administrative support professional to assist the Director of Professional Practice. In this permanent full-time role, you will leverage your exceptional communication and organizational skills to manage complex tasks and priorities effectively. Your responsibilities will include generating reports, managing calendars, and fostering relationships with senior stakeholders. This role offers an opportunity to thrive in a dynamic environment, contributing to a respected institution that prioritizes patient care and innovation. If you are passionate about making a difference in healthcare, this is the perfect role for you.

Qualifications

• 4+ years of secretarial support experience required.
• Proficiency in Microsoft Office and document management applications.

Responsibilities

• Provide complex administrative support to senior management.
• Manage calendar, schedule, and documentation for key meetings.

Skills

Communication Skills

Customer Service Orientation

Organizational Skills

Time Management

Judgment

Attention to Detail

Education

Grade XII

Medical or Business Post-Secondary Secretarial Arts Diploma

Tools

Microsoft Office

SharePoint

Adobe Pro

Excel

Outlook

Access

Visio

Job description

Reports to: Director of Professional Practice

Salary Range: $50,485 to $63,102 per annum (Commensurate with experience and consistent with UHN Compensation Policy)

Status: Permanent Full-Time

The Energy of the City. The Rewards of a Great Career.

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 at UHN. 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.

If you possess flawless communication skills and excellent judgment, have an outstanding customer service orientation and thrive under pressure, then this role is for you.

Serving as administrative support to the Director of Professional Practice, UHN, Collaborative Academic Practice, Emergency Dept./Medicine/Family Health Team/Mental Health Prog./Krembil Brain Institute/MSNICU, you will exercise considerable judgment and have independence in providing complex administrative support to a very busy senior team. Your 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 internal and external projects, calendar and schedule management and effective communication with all relevant parties. In addition, you will produce first-rate documentation and anticipate Directors’ professional needs. The role will also require you to interact with senior management across multiple sites and interface with clients and vendors.

The successful candidate will spend the majority of their day:

• Report and document generation for the Director of Professional Practice, UHN, Collaborative Academic Practice, Emergency Dept./Medicine/Family Health Team/Mental Health Prog./Krembil Brain Institute/MSNICU
• Leveraging strong technical abilities in calendar and meeting management
• Communicating effectively, developing and fostering relationships with senior-level stakeholders and their support teams
• Taking ownership for the setup and execution of key meetings (equipment management and procurement, minute taking, electronic document management and filing etc.)

QUALIFICATIONS:

• Completion of grade XII, General Arts and Science (preferred)
• Completion of a recognized medical or business post-secondary secretarial arts program at the diploma level
• Comprehensive knowledge of health care, organizational/office practices, procedures and standards required.
• Four (4) years related secretarial support experience required.
• Proficiency in Microsoft Office and document management applications including, Excel, Outlook, SharePoint, Adobe Pro. Knowledge of Access and Visio an asset.
• Excellent organizational and time management skills required.
• Excellent interpersonal and customer service skills required.
• Excellent verbal and written communications skills required
• Excellent initiative, attention to detail, and efficiency
• Ability to produce high-quality work in accordance with hospital standards required
• Ability to maintain privacy and confidentiality required.
• Ability to work well under pressure and use good judgment and situational awareness in assessing difficult situations required.
• Experience working in a health care environment preferred
• Knowledge of medical terminology preferred

Posting Date: August 3, 2023 Closing Date: August 31, 2023

If you are interested in making your contribution at UHN, please apply online. You will also be required to complete some initial screening questions.

For current UHN employees, only those who have successfully completed their probationary period, have a good employee record along with satisfactory attendance in accordance with UHN's attendance management program, and possess all the required experience and qualifications will be given first consideration.

University Health Network thanks all applicants; however, only those selected for an interview will be contacted.

UHN is a respectful, caring, and inclusive workplace. We are committed to championing accessibility, diversity and equal opportunity. Requests for accommodation can be made at any stage of the recruitment process providing the applicant has met the Bona-fide requirements for the open position. Applicants need to make their requirements known when contacted.

About the company

The University Health Network (UHN), consisting of Princess Margaret Cancer Centre, Toronto General Hospital, Toronto Western Hospital and Toronto Rehabilitation Institute, is a recognized leader in patient care, research and education.