Administrative Assistant II, Medical

Company Description

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.

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 ground breaking 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.

Job Description

Union : Non-Union

Site : Toronto General Hospital

Department : Otolaryngology - Head & Neck Surgery

Work Model : On-Site

Reports to : Manager

Job Grade : A0 : 06

Hours : 35 hours per week

Salary : $ $ per hour

Shifts : Weekdays; Monday - Friday

Status : Permanent Full Time

Closing Date : July 12, 2024

Position Summary

• The Administrative Assistant II exercises judgment and independence to provide secretarial and administrative support services to professional personnel, including : communicating with patients through phone and email;
• coordinating and maintaining electronic calendar / schedules for surgeon; booking clinics; booking ORs at UHN; coordinating, organizing or planning meetings / events for research;
• billings for surgeon; organizing and maintaining electronic and paper information filing; performing clerical support functions;

performing cross-functional responsibilities, as required; performing other duties consistent with the job classification, as assigned.

Duties

• Serve as the primary support person to Surgeon.
• 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.

• 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 practice, calendar and schedule management and effective communication with all relevant parties
• Possess an in-depth knowledge of the surgeon’s preferences to be able to effectively plan his schedule and organize his daily activities
• 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, as needed, in UHN’s EPIC EMR (Electronic Medical Record) system.

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
• 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

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 )
• 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.

All UHN Employees are required to be fully vaccinated with a COVID-19 vaccine series, approved by Health Canada or the World Health Organization, as a condition of hire.

Proof of COVID-19 vaccination will be required. Should you be the successful candidate, you will be required to comply with UHN’s mandatory Vaccination Policy that is in effect.

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.