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Administrative Assistant I -- Temporary

May 26 2022
Categories Administrative assistant, Administrative, Clerical, Clerical, Administrative Support, Health, Medical, Health, Medical
Toronto, ON

Job Posting # 899665

Position: Administrative Assistant I
Site: Princess Margaret Hospital
Department: Medicine
Reports to: Physician
Hours: 14 hours per week: Days
Pay Scale: $20.86 to $26.08 per hour (Commensurate with experience and consistent with UHN Compensation Policy)
Status: Temporary Part-Time ( one year with a possibility of extension )

University Health Network (UHN) is looking for an experienced professional to fill the key role of Administrative Assistant I in our Surgical Oncology/ Urology.

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

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 at UHN. 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 groundbreaking 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.

  • Ensuring the efficient operation and organization of the program and patient activities
  • Booking patients for individual clinic appointments, classes and programs; making reminder calls/ sending reminder e-mails; responding to patients’ calls and VMs.
  • Room bookings and clinician scheduling; assisting with set-up and take-down of classes
  • Maintaining patients' records (paper and electronic)
  • Collecting and cross-referencing information in electronic databases and tracking forms, producing program patient activity reports
  • Using advanced word processing to facilitate the production of moderately complex documents/materials
  • Managing the flow of documentation through the program
  • Handling queries and questions from patients, internal and external clients in a professional and timely manner
  • Performing other duties consistent with the job classification, as assigned


  • Community College Diploma in General or Medical Office or equivalent Administration
  • At least one (1) to two (2) years of related experience
  • Extensive on-the-job computer/word processing, database and spreadsheet software
  • experience required; advanced experience in a Microsoft Office environment required
  • Excellent written and verbal communication skills, strong organization and prioritization skills with the ability to perform multiple concurrent tasks with a high degree of attention to detail
  • Previous experience in coordinating room bookings and scheduling, strong knowledge of Microsoft Outlook
  • Previous experience using EPIC
  • Previous experience using PHS
  • Ability to learn quickly and work independently
  • Excellent interpersonal skills
  • Be a good team player
  • Ability to maintain confidentiality as per UHN and departmental policies
  • Ability to perform duties in a professional and courteous manner and produce high
  • quality work while meeting deadlines in accordance to UHN standards
  • Knowledge of applicable legislative, UHN and/or departmental policies
  • Client service oriented, with the ability to effectively work with diversity and appreciate that people with different opinions, backgrounds and characteristics bring richness to the challenge or situation at hand
  • Satisfactory attendance

Other Requirements:

This position is a temporary part time position that will act as support for our current Administrative Assistant II. Mainly this will require to make phone calls to patients to confirm or reschedule appointments, answer questions etc. Other tasks that may be assigned are listed below:

  • Clinic related tasks:
    1. New patient referrals
      1. Create MRN (if pt doesn’t have one)
      2. Finding clinic slot based on MD triage
  • Fax notice of appt to referring doctor’s offices
  1. Preparing new patient charts and ensuring package of new charts available in clinic on the day of the visit
  2. Any other info needed? Imaging? Test results?
  1. Clinic ‘leaks’…i.e. issues not handled by the clinic
    1. Patients confused about follow-up
    2. Patients requesting earlier follow-up
  • New issues that require new tests to be ordered (admin to place order and schedule follow-up accordingly)
  1. Patients from clinic that need cystos
  • Cysto related tasks:
    1. Patients from cysto that need clinic follow-up
    2. Cysto ‘leaks’ – same as above for clinic

Vaccines (COVID-19 and others) are a requirement of the job unless you have an exemption on a medical ground pursuant to the Ontario Human Rights Code.

If you are interested in making your contribution at UHN, please apply on-line. You will be asked to copy and paste as well as attach your resume and covering letter. You will also be required to complete some initial screening questions.

Posting Date: May 26, 2022 Closing Date: Until Filled

For current UHN employees, only those who have successfully completed their probationary period, have a good employee record along with satisfactory attendance in accordance with UHN's attendance management program, and possess all the required experience and qualifications should apply.

UHN thanks all applicants, however, only those selected for an interview will be contacted.

UHN is a respectful, caring, and inclusive workplace. We are committed to championing accessibility, diversity and equal opportunity and welcomes all applicants including but not limited to: all religions and ethnicities, LGBTQ2s+, BIPOC, persons with disabilities and all others who may contribute to the further diversification of ideas. Requests for accommodation can be made at any stage of the recruitment process providing the applicant has met the Bona-fide requirements for the open position. Applicants need to make their requirements known when contacted. network