Administrative Assistant I

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.

UHN’s vision is to build A Healthier World and it’s only because of the talented and dedicated people who work here that we are continually bringing that vision closer to reality.

Job Description

Union: Non-Union
New or Replacement Position: New
Site: UHN – Toronto Rehabilitation Institute & Toronto General Hospital
Department: Sleep Lab
Reports to: Clinical Manager
Wage Range: $ - $ per hour.
Hours: Hours per Week
Shifts: Monday-Friday
Status: Permanent Full-Time
Closing Date: May 21, 2026

Job Summary

The Administrative Assistant, Sleep Laboratories utilizes knowledge of medical terminology and exercises judgment, decision‑making, and independence to provide advanced secretarial and clerical support in a specialized clinical setting. The role supports physicians, sleep specialists, and the interdisciplinary healthcare team while enabling a high‑quality, patient‑centred experience.

The successful candidate demonstrates strong communication, organizational, and problem‑solving skills, takes initiative to acquire new knowledge, and incorporates feedback effectively to support continuous quality improvement and operational efficiency.

Duties

Patient Scheduling and Administrative Support

• Address patient inquiries in person, by phone, voicemail, email, and electronic platforms
• Answer incoming telephone calls and check and respond to voicemail messages in a timely manner
• Call patients to confirm upcoming appointments and schedule new and follow‑up appointments
• Exercise judgment and decision‑making when booking, cancelling, re‑scheduling, and triaging appointments
• Obtain and verify necessary patient and referring physician information to support appropriate appointment scheduling
• Select correct appointment types and communicate scheduling details to appropriate clinical and administrative staff
• Support timely processing of incoming referrals, appointment reminders, cancellations, and general inquiries
• Follow established procedures to ensure efficient patient flow and clinic operations

Electronic Medical Record Responsibilities

• Utilize UHN’s Electronic Medical Record (EMR) system to facilitate booking, scheduling, and confirmation of sleep study appointments
• Register patients as required and ensure accuracy of demographic and appointment data
• Verify patient health card status and confirm alternative payment methods prior to offering appointments
• Utilize EMR tools, alerts, and workflows effectively; provide recommendations to improve system functionality and quality processes
• Scan and upload clinical documentation to the appropriate patient records in EMR

Sleep Study Operational Support

Pre‑Sleep Study (Day of Study):

• Print sleep study requisitions for each site
• Highlight critical clinical or administrative information for night staff
• Prepare patient file folders and required questionnaires

Post‑Sleep Study:

• Scan completed questionnaires from the previous night’s studies and attach them to the appropriate patient media folder in EPIC

Post‑Interpretation:

• Fax and/or mail interpretation reports to referring physicians using EPIC
• File and maintain patient records in accordance with UHN policies

Communication and Coordination

• Communicate with sleep specialists, physicians, administrative staff, and members of the healthcare team
• Correspond with patients by email to provide appointment details and related information
• Receive, document, and distribute incoming faxes, scans, and correspondence

Clerical, Records, and Data Support

• Maintain written and electronic calendars and schedules
• Maintain, update, and modify electronic and paper filing and information retrieval systems
• Perform routine data collection and collation activities to support reporting and operational requirements
• Complete photocopying and other clerical tasks as required
• Ensure confidentiality and accuracy of all administrative and patient documentation

Payroll Administration

• Accurately enter, review, and validate payroll information for Sleep Laboratory staff in accordance with UHN policies and applicable collective agreements
• Verify timekeeping records, shift premiums, on‑call hours, and overtime prior to payroll submission
• Identify and resolve payroll discrepancies in collaboration with staff, managers, and Payroll Services
• Maintain confidential payroll records and support payroll audits and reporting as required

Billing and Reconciliation Support

• Responsible for coordinating billing for professional and technical components of sleep studies, including monthly reconciliation and calculation of physician payments.
• Ensuring accurate tracking, reporting, and timely processing of billing-related activities
• Training will be provided as required to ensure proficiency with billing systems and reconciliation processes

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 required
• Experience working with EPIC EMR for managing referrals, appointment scheduling, and standard clinical operations is required
• Experience working with financials and billing is an asset
• 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 (, French)
• 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
• Candidates with current or prior experience in a Sleep Lab setting will be given preference.

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 compensation & benefits (medical, dental, etc.)
• HOOPP defined benefit pension plan
• Wellness services & offerings
• Close access to Transit and UHN shuttle service
• 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.

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.