UHN is Canada’s #1 hospital and the world’s #1 publicly funded hospital. With 10 sites and more than 44,000 TeamUHN members, UHN consists of Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute, The Michener Institute of Education and West Park Healthcare Centre. As Canada's top research hospital, the scope of biomedical research and complexity of cases at UHN have made it a national and international source for discovery, education and patient care. UHN has the largest hospital-based research program in Canada, with major research in neurosciences, cardiology, transplantation, oncology, surgical innovation, infectious diseases, genomic medicine and rehabilitation medicine. UHN is a research hospital affiliated with the University of Toronto.

UHN’s vision is to build A Healthier World and it’s only because of the talented and dedicated people who work here that we are continually bringing that vision closer to reality.

www.uhn.ca

Union: Non-Union
Number of Vacancies: 1
New or Replacement Position: Replacement
Site: Toronto Rehab, University Centre
Department: Specialized Dementia Unit
Reports to: Clinical Manager
Job Grade: 
Hours: 37.5  hours per week
Salary:  $25.56 - $31.95 per hour
Shifts: Weekdays; Monday - Friday
Status: Temporary Full-time (until approximately May 31 2027)
Closing Date:  April 22, 2026

Position Summary

The Medical Administrative Assistant II utilizes knowledge of medical terminology and exercises judgement, decision-making and independence to provide advanced secretarial and clerical services to enable improved patient experience, in support of the physician(s) including: 

• Support the timely and efficient processing of incoming referrals, scheduling/rescheduling of patient appointments, responding to patients' general inquiries, cancelling patient appointments
• Respond to phone, e-mail and fax inquiries and other medical related administrative duties as assigned
• 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 UHN’s EPIC EMR (Electronic Medical Record) system
• Manage and maintain physicians' electronic calendar/schedules
• Accurate handling and preparation of OHIP billing procedures
• Maintain professional communication with staff (physicians, fellows, residents, students, co-workers and management) and dealing with urgencies
• Prioritize urgent tasks and requests from physicians
• Maintain and modify electronic and paper information filing/retrieval systems methods, and/or formats
• Provide backup/cross-coverage support, as needed
• Performing cross-functional responsibilities, as assigned
• Performing other related clerical activities and duties consistent with the job classification, as required

The successful candidate must possess strong communication and organizational skills to perform high level administrative support. We are looking for a motivated candidate who takes initiative to problem solve and acquire knowledge, as well as incorporate and apply feedback in a timely and effective manner to support improved patient experience. 

The Administrative Assistant at UHN will support the Spondylitis Screening Clinic within the Schroeder Arthritis Institute. They will be responsible for providing administrative, reception, and referral support within the spondylitis screening clinic at UHN.

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 spondylitis screening clinic
• 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 UHN’s EPIC EMR (Electronic Medical Record) system
• Schedule appointments with patients to support the Physiotherapist practitioner and rheumatologist (initial and follow-up appointments)
• Complete documentation following patient consults with clinicians and rheumatologist, including transfer of notes back to referring clinician
• Provide backup/cross-coverage support as a member of an operational administrative team at the Spondylitis Screening Clinic within the Schroeder Arthritis Institute

• Completion of College diploma/University undergraduate degree or recognized equivalent - required
• Completion of recognized medical office administration program at the diploma level or equivalent - required
• Completion of a medical terminology course – as asset
• Strong command of medical terminology
• A minimum of Two (2) years related medical administrative support experience
• Previous on-the-job computer/word-processing, database and spreadsheet software experience, in a Microsoft Office Environment preferred
• EMR system experience, EPIC (an asset)
• Strong interpersonal and customer service skills, to support enhance patient and family experience
• Excellent organization and time management skills
• Strong verbal and written communication skills
• Ability to use good judgment in assessing difficult situations, quickly responding to the needs and changes of the clinic
• Ability to problem solve with minimal direction and be resourceful to accomplish tasks with minimal supervision.
• Ability to work independently and as a team player
• Experience working in a health care environment required
• Comprehensive knowledge of health care, organizational/office practices, procedures and standards
• Ability to produce high quality work in accordance with Hospital standards
• Ability to maintain confidentiality
• Experience working in a teaching hospital environment preferred
• Good attendance required

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.