Administrative Assistant III

University Health Network; Toronto; On-site; CAD 39,000 - 49,000; Full time

Benefits offered by this job

HOOPP pension

Transit access

Flexible work environment

Development opportunities

Corporate discounts

Job summary

University Health Network seeks an Administrative Assistant III for the ICU at Toronto Western Hospital. You will provide complex secretarial and administrative support to professional staff, manage calendars, prepare documents, and help coordinate meetings.

The role requires strong office skills, proficiency in Word/Excel/SharePoint, and the ability to work under pressure in a permanent full-time, unionized environment with strong benefits.

Qualifications

• Completion of Grade XII or recognized equivalent required.
• Diploma in secretarial arts (medical or business) required.
• Four years related secretarial support experience required.
• Experience with Microsoft Office environment preferred.
• Previous supervisory experience preferred.
• Experience working in a health care environment an asset.
• Excellent organizational and time management skills.
• Very good interpersonal and customer service skills.
• Very good verbal and written communications skills.
• Knowledge of medical terminology an asset.

Responsibilities

• Coordinates and maintains calendar/schedule of assigned personnel.
• Create and maintain operational schedule of large clinical team; knowledge of unionized environment.
• Advanced word processing to produce complex documents/materials.
• Coordinates, organizes or plans meetings/events.
• Provides direct and/or functional supervision for assigned personnel.
• Supports data collection for budgeting/forecasting.
• Maintains staffing data tracking and onboarding forms.
• Supports hiring coordination with PCC and APNE.
• Ensures efficient office operation; develops and maintains filing/retrieval methods.
• Generates payroll entry and supports recruitment planning.

Skills

Organizational skills

Time management

Interpersonal skills

Verbal and written communication

Confidentiality

Work under pressure

Education

Grade XII or equivalent

Secretarial arts diploma (medical or business)

Tools

SharePoint

Word

Excel

Teams

Forms

Job description

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.

Job Description

Union: Non Union

Number of vacancies: 1

New or Replacement Position: Replacement

Site: Toronto Western Hospital

Department: ICU

Reports to: Clinical Manager

Wage Range: $28.42 to $35.52 per hour

Hours: Shifts: 7.5 hour days; 8:00 am - 4:00 pm

Status: Permanent Full-time

Closing Date: September 28, 2026

Position Summary

Working under the direction of the Clinical Manager of the Medical Surgical Neuro Intensive Care Unit, the successful candidate will provide services involving (but not limited to) the following: The ADMINISTRATIVE ASSISTANT III exercises considerable judgment and independence to provide complex secretarial and administrative support services to professional personnel, including: coordinating and maintaining written and/or electronic calendar/schedule for assigned personnel; utilizing advanced functions to provide word processing/typing services to facilitate the production of complex documents/materials; coordinating, organizing or planning meetings/events; providing direct and/or functional supervision for assigned personnel; monitoring and analyzing departmental budgets; ensuring efficient operation of the office; developing, organizing and maintaining electronic and paper information filing/retrieval methods, systems or formats; performing clerical support functions; performing cross-functional responsibilities, as required; supporting the creation and management of an operational schedule of a large interprofessional clinical schedule (>240 pp) performing other duties consistent with the job classification, as assigned.

Duties

• Coordinates and maintains written and/or electronic calendar/schedule of assigned personnel
• Create and maintain operational schedule of large clinical team
  • Has a knowledge of unionized environment
• Utilizes advanced functions to provide word processing/typing services to facilitate the production of complex documents/materials
• Coordinates, organizes or plans meetings/events
• Provides direct and/or functional supervision for assigned personnel
• Supports collating data for budgeting and forecasting
• Maintains data tracking for staffing, turnover, onboarding forms
• Supports coordination of new team hires in collaboration with the PCC and APNE
• Ensures efficient operation of the office, including:
  • Develops, organizes and maintains electronic and paper information filing/retrieval methods
  • Generates, supports payroll entry
  • Recruitment planning and support
• Performs clerical support functions, with excellent working knowledge of:
  • SharePoint, Word, Excel, Teams, FORMS
• Performs cross-functional and other duties consistent with the job classification, as assigned and/or requested.
• Works in compliance of the Occupational Health & Safety Act and its regulations, reporting hazards, deficiencies and contravention's of the Act, in a timely manner

Qualifications

• Completion of Grade XII or recognized equivalent required.
• Completion of a recognized medical or business post secondary secretarial arts program at the diploma level required.
• Four (4) years related secretarial support experience required.
• Previous on-the-job computer/word-processing, database and spreadsheet software experience required; experience in a Microsoft Office environment preferred.
• Previous supervisory experience preferred.
• Experience working in a health care environment an asset.
• Excellent organizational and time management skills required.
• Very good interpersonal and customer service skills required.
• Very good verbal and written communications skills required.
• Comprehensive knowledge of health care, organizational/office practices, procedures and standards required.
• Ability to produce high quality work in accordance with Hospital standards required.
• Ability to maintain confidentiality required.
• Ability to work well under pressure and use good judgment in assessing difficult situations required.
• Knowledge of medical terminology an asset.

Additional Information

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.