Administrative Assistant II

Company Description

Transforming lives and communities through excellence in care, discovery and learning.

At University Health Network, which consists of Toronto General, Toronto Western, Princess Margaret and Toronto Rehab hospitals, nothing is more important to us than our team of dedicated employees.

UHN focuses on creating and maintaining a workplace of choice, where our people are recognized and valued. We focus on creating a workplace where people enjoy the challenge of their career, create and engage in best practices and are treated with respect.

Job Description

Union : Non-Union

Site : Toronto Western Hospital

Department : Department of Surgery - UHN

Reports to : Physician

Hours : hours a week; Monday-Friday

Pay Scale : $ - $ per hour (Commensurate with experience and consistent with UHN Compensation Policy)

Status : Permanent Full Time

Closing Date : May 20, 2024

• 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 written and / or electronic calendar / schedules for surgeon; booking clinics; booking ORs at TGH and TWH;
• 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 Physician
• 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.

• Possess an in-depth knowledge of the surgeon’s preferences to be able to effectively plan his schedule and organize his daily activities
• 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
• Interact with senior management across multiple sites and interface with patients, learners and trainees
• communicating effectively with patients, families, staff, external care providers and the public
• answering telephones and responding to enquiries and redirect as needed
• coordinating and scheduling of patient clinics, OR scheduled dates and ad hoc duties as required
• accurately admitting, transferring and discharging patients in the Electronic Patient Record;
• inputting necessary preadmission data;
• completing chart management activities as per protocol;
• Organizing on boarding and offboarding of incoming fellows

Qualifications

• Completion of Grade XII or recognized equivalent
• Completion of a recognized medical office or business administration program at the diploma level
• Two (2) years related surgical administrative assistant support experience required
• Previous on-the-job computer / word-processing, database and spreadsheet software experience; solid experience in a Microsoft Office environment particularly with Outlook, Word, Excel and PowerPoint
• Experience working in a health care environment an asset
• Excellent organizational and time management skills
• Excellent team player
• Very good interpersonal and customer service skills
• Very good verbal and written communications skills
• Comprehensive knowledge of health care, organizational / office practices, procedures and standards
• 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
• Ensuring invoice payment and office account management (research and billings)
• Ability to manage a number of competing priorities at once and track all tasks to completion

Additional Information

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.