Administrative Assistant, Family Health Team

Administrative Assistant, Family Health Team at University Health Network

University Health Network (UHN) is recognized as Canada’s #1 hospital and the world’s top publicly funded hospital. Comprising 10 sites and over 44,000 TeamUHN members, it includes 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 leading research hospital, UHN is an international hub for discovery, education, and patient care, boasting the largest hospital-based research program in Canada with significant work in neurosciences, cardiology, transplantation, oncology, surgical innovation, infectious diseases, genomic medicine, and rehabilitation medicine. UHN is proudly affiliated with the University of Toronto.

UHN’s vision is to build A Healthier World, a goal continually advanced by its talented and dedicated team members. Learn more at www.uhn.ca.

This is a Non-Union, replacement position with one vacancy. The role is based at Toronto Western Hospital, Garrison Creek (an off-site clinic) and reports to the Program Services Manager. The salary range is $23.14 to $28.92 per hour for 22.5 weekly hours, with shifts including two evenings (12:00 PM - 8:00 PM) and every other Saturday (8:30 AM - 4:00 PM), plus occasional day shift coverage. This is a Permanent Part Time status position with a closing date of February 27, 2026.

Position Summary

The Toronto Western Family Health Team (TW FHT) connects with the local community to deliver primary care to families and community members. A particular focus is placed on the needs of the aging population, children, women, and high-needs patient populations, including underserved, at-risk individuals, adolescents, emerging adults, and those managing mental health and addictions.

Working collaboratively with physicians, nurse practitioners, primary care nurses, social workers, pharmacists, physiotherapists, occupational therapists, respiratory therapists, and chiropodists, the Administrative Assistant, Family Health Team will provide crucial reception and administrative support. Key responsibilities include greeting and checking in patients, facilitating the use of self-check-in kiosks, and processing payments for uninsured services.

Duties and Responsibilities

• Address patient inquiries both in person and over the phone.
• Exercise judgment and decision-making for booking and scheduling appointments via phone, online, and in-person.
• Triage appointment requests, gather necessary information, select appropriate appointment types, and notify relevant personnel.
• Cancel, re-schedule, and book follow-up appointments as required.
• Receive and document scans and faxes efficiently.
• Communicate messages with providers and other members of the healthcare team.
• Utilize Electronic Medical Records (EMR), implement various tools and alert functions, and suggest EMR functionality improvements for quality.
• Perform routine data collection/collation activities and provide other clerical support.
• Adhere to established procedures to ensure a smooth flow of patient appointments.
• Maintain and update written and/or electronic calendars/schedules.
• Maintain and modify electronic and paper information filing/retrieval systems, methods, and/or formats.
• Ensure the efficient operation of the booking process.

Qualifications

• Completion of a post-secondary certificate in Office/Medical Administration or a recognized equivalent is required.
• Minimum of 2 to 4 years of practical and related experience.
• General knowledge of office practices, processes, procedures, and electronic tools, including Microsoft Office applications (Word, Excel).
• Knowledge of medical terminology is preferred.
• Prior experience working in a healthcare environment and/or primary care setting.
• Excellent customer service and de-escalation skills.
• Knowledge of a second language is considered an asset.
• Ability to read and understand short notes, brief forms, and/or instructions.
• Experience utilizing an electronic medical record (EMR) system, specifically PS Suite, is preferred.
• Capability to perform duties professionally and courteously, producing high-quality work while meeting deadlines in accordance with UHN standards.
• Demonstrated initiative and good judgment, with the ability to multi-task effectively.
• Strict compliance with confidentiality requirements under the UHN Privacy Policy.
• Effective organizational, interpersonal, and communication skills.
• Ability to handle difficult situations with poise.
• Ability to work effectively in a team environment.
• Client service oriented, with the ability to effectively work in a diverse neighborhood and a community-based environment.

Additional Information

Joining UHN offers the opportunity to work alongside some of the world's most talented and inspiring healthcare professionals. UHN provides a comprehensive range of benefits, programs, and perks, making it a differentiating factor for your career. These offerings allow you to find value where it matters most, now and throughout your tenure at UHN.

Benefits include competitive offer packages, enrollment in the Healthcare of Ontario Pension Plan (HOOPP), convenient access to Transit and UHN shuttle service, a flexible work environment, and significant opportunities for development and promotions within a large organization. Additional perks cover various corporate discounts, including travel, restaurants, parking, phone plans, auto insurance, and on-site gyms.

Current UHN employees must have successfully completed their probationary period, possess a good employee record, and maintain 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 communicates with selected candidates via email, so please ensure you check your email regularly. A Criminal Record Check may be required for the successful candidate. UHN reserves the right to discontinue consideration if any provided information is found to be misleading, inaccurate, or incorrect.

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.

Key skills/competency

• Reception
• Patient Scheduling
• EMR Systems
• Customer Service
• Medical Terminology
• Administrative Support
• Data Collection
• Communication Skills
• Confidentiality
• Problem-Solving