Administrative Assistant III

Union: Non-Union
Site: Hydro Place - 700 University Avenue
Department: Radiation Medicine 
Reports to: Manager
Hours: 37.5 hours per week
Shifts: Days
Status: Permanent Full-Time
Closing Date: June 16 2025

Position Summary 

The successful candidate will be a key member of the RMP Administrative team working closely with the Department of Radiation Oncology (DRO) Team Lead Business Administration Manager and Senior Management Team to provide new patient booking & program support.

Duties 

Working under the direction of the DRO Team Lead and Business Administration Manager the successful candidate will perform the following responsibilities:
Triages / coordinates DRO consult referrals and bookings including (but not limited to) more complex sites that require multi-divisional / multi-organization coordination including (e.g. Non-OHIP Brain Mets etc.).
Provides administrative / coordination support at the Gamma Knife Centre of Toronto Western Hospital as scheduled.
Provides training and guidance for other administrative staff.
Assists in the development of policies standard operation procedures guidelines and training materials in liaison with management staff.
Responds to inquiries requiring a broad understanding of referral procedures. Addresses and resolves nonstandard unexpected and/or complex issues.
Participates in quality improvement projects where suited
Assist Leadership with communicating program updates and developing internal procedures. Adapts communication to different audiences using discretion and judgment.
Communicates regularly with the site/project team updates and needs.
Perform cross-functional and/or other duties consistent with the job classification as assigned or requested.

Qualifications :

• At minimum completion of a college diploma in office administration or recognized equivalent. Bachelors degree preferred.
• Min. four (4) years of relevant experience as an Administrative Assistant required. Two (2) or more years as a senior administrative preferred.
• Experience in providing administrative support for a wide variety of settings (including health services) and a wide variety of stakeholders including physicians and senior leaders required.
• Advanced verbal- (e.g. experience and skilled in giving presentation to groups of 10 or more individuals) and written- communication skills (e.g. developing standard operating procedures annual reports etc.) required.
• Experience and demonstrated ability in leadership skills including the ability to train motivate and provide guidance to administrative staff required. Formal training in leadership preferred.
• Experience and demonstrated ability to collaborate well with members within the team and other departments including the ability to resolve conflicts as they arise and move forward with common goals and objectives.
• Advanced proficiency in Microsoft Office and document management applications including Excel Outlook SharePoint Excel Adobe Pro.
• Demonstrated relevant experience and / or ability to perform activities under Duties section with high proficiency. 
• Excellent decision making and problem solving required. Demonstrated proficiency in a detail-oriented position reliable adaptable able to multi-task and ability to troubleshoot issues to its resolution.
• Ability to produce high quality work in accordance with hospital standards required. 
• Ability to maintain privacy and confidentiality required.
• Ability to work well under pressure and use good judgment and situational awareness in assessing difficult situations required.
• Excellent organizational time management skills and as well as the ability to take initiative and be able to work independently.
• 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.

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 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 UHNs 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.

Remote Work :

No

Employment Type :

Full-time