Administrative Assistant I – PPT – TWH FHT

Job title: Administrative Assistant I – PPT – TWH FHT

Job description: Administrative Assistant I

Job Posting#: 927634
Union: Non-Union
Site: Toronto Western Hospital
Department: Family Health Team – Garrison Creek
Reports to: Manager
Hours: 14-21 hours per week
Salary: $21.81 – $27.26 per hour
Status: Permanent Part-Time
Shifts: Evenings and weekends (and occasional days)
Posted Date: January 11, 2024
Closing Date: Until Filled

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

As a member of the Family Health Team, the Administrative Assistant I will provide reception and administrative support to the Family Health Team. Specifically, you will exercise some judgment or decision-making to book and schedule appointments over the phone, online and in-person by triaging appointment requests, obtain necessary information; select the correct appointment types; advise appropriate personnel of appointment types; cancel and/or re-schedule appointments. You will also greet and check in patients, facilitate use of self-check in kiosks, activate visits in EPR and process payments for uninsured services.

Duties

• Receiving and documenting scans and faxes
• Messaging providers
• Utilizing and implementing various tools and alert functions and making recommendations on functionality of EMR for quality improvement
• Routine data collection/collation activities and other clerical support
• Following established procedures to ensure the efficient flow of patient appointments
• Maintaining written and/or electronic calendar/schedules
• Maintaining and modifying electronic and paper information filing/retrieval systems methods, and/or formats
• Ensuring the efficient operation of the office
• Performing cross-functional responsibilities
• As assigned, performing other duties consistent with the job classification, as required

Qualifications

• At minimum, completion of post secondary certificate up to 1 year in Office Administration or recognized equivalent
• Minimum 2 to 4 years practical and related experience
• General knowledge of office practices, processes, procedures and electronic tools including Microsoft office applications (Word, Excel)
• Knowledge of medical terminology preferred
• Experience working in a health care environment and/or primary care
• Excellent customer service and de-escalation skills
• Knowledge of a second language an asset
• Must be able to read and understand sort notes, brief forms and/or instructions.
• Experience utilizing an electronic medical record (EMR)
• Ability to perform duties in a professional and courteous manner and produce high quality work while meeting deadlines in accordance to UHN standards
• Exercise initiative and good judgment with ability to multi-task
• Compliance with confidentiality requirements under UHN Privacy Policy
• Effective organizational, interpersonal, and communication skills
• Ability to handle difficult situations
• Ability to work effectively in a team environment
• Client service oriented, with the ability to effectively work in a diverse neighbourhood and a community based environment

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

) * 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.

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