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About the Role

The Administrative Assistant II provides administrative, reception, and referral support within the Division of Medical Oncology and Hematology at UHN. This role exercises judgment and independence in performing administrative activities, ensuring the efficient operation of the office and providing excellent patient care.

Responsibilities

• Utilize knowledge of medical terminology and advanced functions to provide word processing/typing services for moderate and/or complex documents.
• Maintain written and/or electronic calendars and schedules.
• Administer and monitor billing procedures and departmental budgeting records.
• Ensure efficient office operation within the scope of authority.
• Modify and maintain electronic and paper information filing/retrieval methods, systems, and formats.
• Perform clerical support functions as assigned.
• Manage constantly changing priorities related to a busy program, calendar, and schedule.
• Effectively communicate with all relevant parties.
• Support the timely and efficient processing of incoming referrals.
• Schedule and reschedule patient appointments.
• Respond to patients' general inquiries.
• Cancel patient appointments.
• Complete reminder communications for scheduled patients.
• Complete administrative tasks supporting data reporting requirements and a positive patient experience.
• Register patients in UHN’s EPIC EMR system as needed.
• Follow up and upload documentation following patient consults with clinicians, nurse coordinators, and allied health.
• Transfer notes back to referring clinicians.
• Provide backup/cross-coverage support as a member of an operational administrative team.

Requirements

• 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 of related administrative support experience.
• Experience working with EPIC EMR for managing referrals, appointment scheduling, and standard clinical operations is required.
• 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 (e.g., French).
• Knowledge of medical terminology is an asset.
• Excellent organizational and time management skills.
• Excellent interpersonal, verbal and written communication skills.
• Ability to work well under pressure and use good judgment in assessing difficult situations.
• Able to operate effectively in an interdisciplinary team.
• 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.
• A Criminal Record Check may be required of the successful candidate.
• UHN reserves the right to discontinue with the consideration of their application if any information provided is misleading, inaccurate, or incorrect.

Skills

• Medical terminology
• Advanced word processing/typing
• Calendar/schedule management
• Billing procedures
• Departmental budgeting
• Filing/retrieval systems (electronic and paper)
• Clerical support
• EPIC EMR
• Microsoft Office
• Organizational skills
• Time management skills
• Interpersonal skills
• Verbal communication skills
• Written communication skills
• Critical thinking
• Self-directed follow through

Location

• Princess Margaret Cancer Centre

Work Type

• Permanent Full Time
• Hybrid

Experience Level

• Two (2) years related administrative support experience

Education Level

• Completion of Secondary School or recognized equivalent
• Completion of a recognized post-secondary office/medical administration program at the certificate level or equivalent

Salary/Compensations

• CAD 25.56 - CAD 31.95 per hour

Benefits

• Competitive offer packages
• Member of the Healthcare of Ontario Pension Plan (HOOPP)
• Close access to Transit and UHN shuttle service
• A flexible work environment
• Opportunities for development and promotions within a large organization
• Multiple corporate discounts (travel, restaurants, parking, phone plans, auto insurance discounts, on-site gyms, etc.)

About the Company

• UHN is Canada’s No. 1 hospital and the world’s No. 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.
• www.uhn.ca

Equal Opportunity

• 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.