Administrative Assistant II – TFT in Toronto, Ontario

Administrative Assistant II – TFT – Toronto, Ontario

Job Tittle: Administrative Assistant II

Job Posting: 929479

Union: Non-Union

Site: Princess Margaret Cancer Centre

Department: Surgical Oncology

Reports to: Director of Operations, UHN Biospecimen Services

Hours: 37.5 hours per week

Salary: $46, 987- $58, 734 per annum. To Commensurate with experience and consistent with UHN compensation policy.

Status: Temporary Full-time (1 year; with possible renewable)

Posted Date: March 8, 2024

Closing Date: March 31, 2024

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.

Position Summary

The Administrative Assistant II exercises judgment and independence in the performance of secretarial activities, the principal responsibilities include: utilizing knowledge of medical terminology and advanced functions to provide word processing/typing services to facilitate the production of moderate and/or complex documents/materials for assigned personnel; performing reception responsibilities; maintaining written and/or electronic calendar/schedule; administering and monitoring billing procedures and departmental budgeting records; ensuring efficient operation of the office, within the scope of authority; modifying and maintaining electronic and paper information filing/retrieval methods, systems and/or formats; providing functional supervision to lower classified clerical position(s); performing clerical support functions.

To be considered for this role, you must have experience in managing time and tasks within an extremely busy professional office environment, and have the ability to focus on the priorities of a rapidly changing day. You have solid EPIC Administrative and Patient Booking skills in addition to moderate proficiency in MS Office applications especially Outlook, Word, Excel and Calendar; good organizational and time management skills and the ability to multitask effectively. The successful incumbent will show initiative and work well with a wide range of people throughout the organization. They will also be insightful, mature and tactful, remain calm under pressure and confident in their capability to perform well in the job and make it their own.

Duties

• Physician (Surgeon) Support, which may include scheduling of patient consults and tests;

• contacting patients or related administrative tasks including schedulingof surgeries (OR) / preparing OR packages for patients;

• picking up and triaging voice mail and email messages;

• logging cases, notifying patients of appointments, preparing patient forms, reports and invoices;

• booking meetings; answering calls and preparing correspondence; assisting with patient OHIP billing;

• and (if applicable) the following: organizing physician calendar;

• CV updating;

• publication and speaking engagement tracking;

• travel arrangements and preparation of itineraries;

• assisting with student and observers privileges and orientation.

Qualifications

• At minimum, Completion of a recognized post-secondary general or medical office administration program at the diploma level or equivalent

• Two three (2 3) years related medical administrative support experience

• Completion of Grade XII or recognized equivalent

• Completion of a medical terminology course

• Previous on-the-job computer/word-processing, database and spreadsheet software experience; experience in a Microsoft Office environment

• Previous work experience using EPIC (Electronic Patient Record) and PHS (Pathways Healthcare Scheduling) or other electronic systems preferred

• Good organizational, time management, and prioritization skills

• Intermediate word-processing/typing skills

• Good verbal and written communication skills

• Good interpersonal and customer service skills

• Sound knowledge of health care, organizational/office practices, procedures and standards

• Demonstrated ability to work in a team environment and collaborate as an active participant with others in assisting with the delivery of care to patients

• Ability to maintain and protect patient confidentiality

• Ability to produce high quality work in accordance with Hospital standards

• Ability to work well under pressure

• Ability to use good judgment in assessing difficult patient situations

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.

Vaccines (COVID and others) are a requirement of the job unless you have an exemption on a medical ground pursuant to the Ontario Human Rights Code.

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. Applicants need to make their requirements known in advance. Any information received related to an accommodation will be addressed confidentially.

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