Administrative Assistant I

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.

Union: Non-Union
Site: Toronto Rehab, University Centre
Department: Integrated Movement Disorders Program
Work Model: On-Site
Reports to: Clinical Research Manager
Job Grade: A0:05
Hours: 37.5 hours per week
Salary: $22.46 - $28.08 per hour (To commensurate with experience and consistent with UHN compensation policy)
Shifts: Weekdays; Monday - Friday
Status: Permanent Full-time
Closing Date: Until filled

Position Summary
The Integrated Movement Disorders Program (IMDP) was founded in 2019 as a collaboration between the Toronto Western Hospital Movement Disorders Clinic and Toronto Rehab. We are an interdisciplinary team composed of a neurologist, psychiatrist, physiotherapist, psychotherapist, and Clinical Research Coordinator and our goal is to create new therapies that combine physical and mental health in real time. We provide integrated rehabilitation and skills building for patients with chronic neurological illness so that they can maximize their potential and have improved function and quality of life.

The Administrative Assistant I will exercise judgment and independence in a dynamic research-based clinic in providing day-to-day clinical and administrative support to clinic staff. The successful candidate will coordinate daily activities of the clinic and ensure its smooth functioning, while providing professional and compassionate service to our patients.

Duties

• Provide administrative support to the Clinic Manager, the neurologist and the Rehab clinic team members
• Schedule, coordinate and track patient appointments including compiling documentation, entering demographic information into database system, booking appointments, coordinating internal consultations and diagnostic testing
• Coordinating financial transactions related to research cost recovery
• Coordinate office activities including room assignments, physician, coordinate team meetings and staff schedules
• Reception duties including: greeting patients; maintaining patient health records and office records; routing all incoming phone calls, faxes and mail
• Typing and documentation (i.e., correspondence; forms; education materials; minutes of meetings)
• Maintaining time sheets for staff and payroll entry
• Book and coordinate interpreters and other requests as needed
• Collect/compile patient, clinicians' and invoicing statistics as needed; data entry; manage program specific data bases
• Communicate effectively with clients, team members and internal and external stakeholders
• Respond to a variety of inquiries from within Toronto Rehab and liaise with external agencies and referral sources
• Monitoring and purchasing supplies using the UHN purchasing platform
• Provide vacation coverage and support to the other Admin Assistant in clinic
• Other duties as requested by the Manager

• Completion of a post-secondary office administration program; Community College; Medical Office Administration/Office Management Diploma preferred
• Experience working in a health care environment an asset
• Experience working with mental health populations is an asset
• Strong organizational skills and ability to prioritize workload in a fast paced, multiple tasked and stimulating environment
• Excellent oral and written communication in the English language
• Strong customer service skills and interpersonal skills
• Ability to function well independently as part of an interdisciplinary team in a professional manner
• Previous on-the-job computer/word-processing, database and spreadsheet software experience; experience in a Microsoft Office environment preferred
• Experience with Electronic Patient Registration and PHS patient scheduling software is preferred
• Demonstrated ability to maintain confidentiality
• Detail oriented, dependable, mature and flexible, with initiative and capacity to handle a complexity of tasks simultaneously
• Excellent attendance history

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.

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.