Administrative Assistant II, Medical, JS Sonshine Centre

Union: Non-Union
Number of vacancies: 1
Site: Toronto Western Hospital
Department: JS Sonshine Centre - Department of Neurology / KBI
Reports to: Director & Program Coordinator Jay & Sari Sonshine Centre
Hours: 37.5 hours per week
Shifts: Day
Status: Temporary Full-time (with an opportunity to transition to Permanent Full-Time) *Contingent upon funding
Closing Date: November 28 2025

Position Summary
The Jay and Sari Sonshine Centre for Stroke Prevention & Cerebrovascular Brain Health at Toronto Western Hospital is currently recruiting a Clinical Administrative Assistant II. The ideal candidate will have a strong background in clinical administration website management and a passion for innovation and creativity while working with high productive outputs.

The JS Sonshine Centre was officially established in October of 2023 with a mission to bring patients communities clinicians and scientists together to work on preventing stroke and preserving brain health through better brain care. The centre is founded on principles of the lifestyle medicine paradigm to provide enhanced quality of outpatient services tailored to patient-directed care for: better prevention of future stroke improved quality of life post-stroke/TIA and optimized brain care over years for all. The three overarching pillars of the JS Sonshine Centre are: a) innovation to catalyze integration of clinical care; 2) education to optimize promotion of brain health; and 3) research collaborations to advance brain health both nationally and internationally.

Duties

• 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 at the UHN Jay & Sari Sonshine Centre Clinics
• 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
• 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
• Maintaining written and/or electronic calendar/schedule
• Administering and monitoring billing procedures and departmental budgeting records
• Modifying and maintaining electronic and paper information filing/retrieval methods systems and/or formats
• Assist with day-to-day JSSC administrative activities as needed
• Maintain and update JSSC websites and SharePoint site
• Edit and proofread social media content for grammar spelling and punctuation errors
• Assist with email marketing campaigns and copywriting as needed
• Other Administrative duties as needed to support JSSC Team

Qualifications :

• Completion of a recognized post secondary medical secretarial arts program at the diploma level or equivalent required
• Completion of a Bachelors Degree preferred
• Three (3) years related clinical administration and support experience required
• Completion of a medical terminology course required
• Previous on-the-job computer/word-processing database and spreadsheet software experience in a Microsoft Office environment is preferred
• Experience working in an academic health care environment
• Experience working with EPIC EMR for managing referrals appointment scheduling and standard clinical operations is required
• Experience working with online survey and research database tools such as REDCap is an asset
• Strong writing editing and proofreading skills
• Experience developing communication materials for professional events and workshops
• Knowledge of medical terminology is an asset
• Excellent organizational and time management skills
• Excellent interpersonal verbal and written communication skills
• Able to operate effectively in an interdisciplinary team
• Experience with graphic design software is an asset
• Excellent project management and organizational skills

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 :

Contract