Administrative Assistant II, Medical

Union: Non-Union

Number of vacancies : 1

New or Replacement Position : New

Site: Toronto General Hospital

Department: Endocrinology

Reports to : Supervisor

Salary Range

$ 26.14 to $ 32.67 per hour

Hours: 18.75 hours per week

Shifts: Various

Status : Permanent Part-Time

Closing Date: November 2, 2026

Position Summary

The Administrative Assistant II exercises judgment and independence in the performance of administrative 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; 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; performing clerical support functions, as assigned.

The Administrative Assistant II will be responsible for providing administrative, reception, and referral support within the Department of Endocrinology 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 program, 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
• Maintain updated academic documentation (physician CVs), including annual licensing/certification renewals
• Assist with research-related administrative tasks (such as tracking grant submission deadlines, assisting with submission logistics, etc.)
• Submit and track expense reimbursements and corporate credit card reconciliations via institutional financial platforms
• 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
• 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
• 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
• Demonstrated flexibility and adaptability in responding to changing schedules and workflow needs
• Ability to work well under pressure and use good judgment in assessing difficult situations
• Able to operate effectively in an interdisciplinary team

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. At University Health Network (UHN), artificial intelligence technologies may be used to assist in the screening, assessment, and selection of candidates for this position.

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.