Administrative Assistant 1

Job Description

Union: CUPE
New or Replacement Position: New
Number of vacancies: 1
Site: Toronto General Hospital
Department: Medicine
Reports to: Cardiology
Salary: $23.66 to $29.57 per hour
Hours: 15-25  hours per week 
Shifts: Days
Status: Temporary Part-Time (one year)
Closing Date:  October 19, 2026

Job Summary

Provide administrative support to physicians, including preparing correspondence, reports, medical records, manuscripts, and other confidential documentation.

Duties

• Perform reception and patient service duties, including greeting patients and visitors, answering and screening telephone calls and emails, responding to inquiries, relaying messages, and coordinating communications.
• Booking patients for individual clinic appointments, classes and programs; making reminder calls/sending reminder e-mails; responding to patients’ calls and VMs.
• Manage calendars and schedules by coordinating appointments, meetings, teaching, patient admissions, testing, travel arrangements, and physician on-call schedules.
• Room bookings and clinician scheduling; assisting with set-up and take-down of classes.
• Maintain confidential patient and departmental records, including organizing, updating, retrieving, archiving, and safeguarding medical files and documentation.
• 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.
• Administer billing and financial processes, including OHIP billings, reconciliation of accounts, patient invoicing, grant account support, budget tracking, and audit documentation.
• Coordinate meetings and events by arranging logistics, preparing agendas and minutes, organizing materials and equipment, and following up on action items.
• Provide functional guidance and training to junior clerical staff, including technical support, orientation, coaching, and procedural direction.
• Ensure efficient office operations through management of supplies, equipment maintenance, quality standards, mail distribution, attendance records, and general administrative support functions.
• Perform cross-functional and other related duties as assigned while ensuring compliance with Occupational Health & Safety requirements and organizational policies.

Qualifications

• 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
• 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

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 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.

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. At University Health Network (UHN), artificial intelligence technologies may be used to assist in the screening, assessment, and selection of candidates for this position.

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.

Compensation: 23.66 to 29.57 (CAD) (HOURLY)