Administrative Assistant II, Medical

Union: Non-Union
Site: Princess Margaret Cancer Centre
Department: Division of Medical Oncology & Hematology
Work Model: Hybrid
Reports to: Manager Oncology and Hematology
Job Grade: A0:06
Hours: Up to 37.5 hours per week
Shifts: Weekdays; Monday Friday (Hybrid)
Status: Full Time
Closing Date:  May 30 2025

Position Summary
The Administrative Assistant II exercises judgment and independence in the performance of secretarial activities the principal responsibilities include: utilizing knowledge of medical terminology and advanced functions to provide word processing/typing services to facilitate the production of moderate and/or complex documents/materials for assigned personnel; performing reception responsibilities; maintaining written and/or electronic calendar/schedule; administering and monitoring billing procedures and departmental budgeting records; ensuring efficient operation of the office within the scope of authority; modifying and maintaining electronic and paper information filing/retrieval methods systems and/or formats; providing functional supervision to lower classified clerical position(s); performing clerical support functions as assigned.

The Administrative Assistant II will be responsible for providing administrative reception and referral support within the Division of Medical Oncology and Hematology at UHN.

Duties

• Overall responsibility is to ensure that all work from this office is deftly managed by being focused on effectively and efficiently managing constantly changing priorities related to a busy practice calendar and schedule management and effective communication with all relevant parties
• Support the timely and efficient processing of incoming referrals scheduling/rescheduling of patient appointments responding to patients general inquiries cancelling patient appointments and completing reminder communications for scheduled patients 
• Complete administrative tasks that support data reporting requirements and a positive patient experience meeting quality standards set out by UHN including registering patients as needed in UHNs EPIC EMR (Electronic Medical Record) system
• Exercise considerable judgment and have independence in providing administrative support to a busy service and excellent patient care; work proactively using critical thinking accurate processing of information and self-directed follow through
• Follow-up and upload documentation following patient consults with clinicians nurse coordinators and allied health including transfer of notes back to referring clinician
• Provide backup/cross-coverage support as a member of an operational administrative team 
• Ability to support physicians in various office locations (i.e. Walk between UHN sites for assigned duties)

Qualifications :

• 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 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

Additional Information :

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 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