Administrative Assistant II

Job description

Company Description UHN is Canada’s #1 hospital and the world’s #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 and it’s only because of the talented and dedicated people who work here that we are continually bringing that vision closer to reality. www.uhn.ca Job Description Union: Non-Union Number of vacancies: 1 New or Replacement Position: Replacement Site: Toronto Western Hospital Department: Centre for Mental Health Reports to: Manager Salary Range: $25.56 - $31.95 per hour Hours: 37.5 hours per week Shifts: Days Status: Permanent Full-Time Closing Date: June 17, 2026 Job Summary The Administrative Assistant II will work closely within a multidisciplinary Assertive Community Treatment (ACT) team to support the coordination and delivery of services to individuals with severe mental illness. The Administrative Assistant II provides reception and communication support by triaging calls, coordinating communication between clients and team members, and facilitating timely access to services. This role functions as a proactive, solution-focused team member, working collaboratively with all staff and receiving guidance and support from the Team Lead. The ADMINISTRATIVE ASSISTANT II exercises considerable judgment and independence to support program operations and patient care, including: Duties Coordinating and managing incoming telephone calls and in-person inquiries, including greeting visitors and ensuring effective communication between the ACT team and patients; Supporting the team by responding to inquiries, triaging urgent concerns, and facilitating access to appropriate team members and resources; Utilizing sound judgment to escalate unusual or concerning client behaviours to appropriate clinical staff; Acting in a moderately independent manner to maintain several electronic calendars including entering patient appointment information into multiple databases for tracking purposes; Ordering and maintaining program supplies and equipment Utilizing knowledge of medical terminology and moderately advanced functions to provide word processing services to facilitate the production of moderately complex documents; Organizing, modifying, and maintaining confidential electronic file retrieval methods, systems and/or formats; Arranging and coordinating administrative aspects of program operations, ensuring the efficient functioning of the office within scope of authority; performing other related clerical and administrative support activities as required; Performing other duties consistent with the job classification, as required Qualifications Completion of a medical terminology course Completion of Grade XII or recognized equivalent Completion of a recognized post-secondary medical office administration program at the diploma level or equivalent Three (3) years related medical administrative support experience Previous on-the-job word-processing, database and spreadsheet software experience; experience in a Microsoft Office environment MS Teams experience an asset Experience with electronic scheduling tools Excellent organizational, time management, and prioritization skills Excellent verbal and written communication skills Excellent interpersonal and customer service Excellent 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, reliable work in accordance with Hospital standards Ability to work well under pressure Ability to use good judgment in assessing difficult situations Experience working in a health care environment an asset Experience working in a teaching hospital environment an asset Additional Information 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. 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.