Baycrest Hospital has an exciting opportunity for a

Administrative Secretary Psychiatry Posting Number: 9711

Position Type: Full Time

Shift Type: Day

Bi-Weekly Hours: 70 Hours, 7 hrs/shift

Union: Non-Union

Date Posted: March 16, 2026

Internal Closing Date: March 24, 2026

About Us Baycrest Hospital and the Apotex Jewish Home for the Aged provide specialized geriatric care for older adults with complex medical, cognitive and dementia-related needs. As Canada’s only health system fully dedicated to aging and brain health, we bring together compassionate care, clinical excellence and leading expertise in dementia care, cognitive health and seniors’ wellness.

Our integrated continuum — spanning hospital care, long-term care and community-based seniors’ services — ensures every older adult benefits from evidence-based practice, geriatric medicine and a team deeply experienced in aging and brain-health care.

Job Summary The Administrative Secretary provides administrative and secretarial support to the Chief of Psychiatry. Responsibilities include supporting the mental health educational portfolio, preparing and editing a variety of documents and correspondence, coordinating meetings and managing the calendar of the Chief of Psychiatry, maintaining organized electronic and paper filing systems for easy access to information, managing finances of the practice plan with the Chief of Psychiatry, and supporting day-to-day administrative activities that enable the team to operate effectively.

Key Responsibilities

• Work with the education leads to organize and operationalize educational activities (eg. grand rounds, international rounds, seminars) and trainee clinical/academic rotations.
• Manage the finances of the practice plan in partnership with the Chief of Psychiatry.
• Assist the physicians with preparation for academic promotion (eg. create teaching dossier).
• Collaborate effectively with colleagues within Baycrest, the University of Toronto, and external OHIP billing agent.
• Draft, edit, proofread, and distribute a variety of correspondence and documents (e.g., minutes, agendas, reports, presentations, memos, and letters).
• Prepare management reports and assist with presentations, including compiling text, charts, and data.
• Coordinate and manage electronic and paper communications to support the effective flow of information.
• Maintain electronic and paper filing systems in compliance with privacy, confidentiality, and applicable legislation (e.g., Freedom of Information and Protection of Privacy Act).
• Ensure secure handling and disposal of confidential materials in accordance with established protocols.
• Provide administrative support for committees, task forces, and mental health initiatives.
• Manage calendars for assigned personnel and coordinate meetings, including scheduling, logistics (rooms, catering, AV), and distribution of materials.
• Attend meetings, record and prepare minutes, and follow up on action items to support timely completion.
• Monitor incoming emails and correspondence to ensure timely responses and follow-up.

Qualifications

• Diploma in Office Administration or post-secondary education in a related field, with previous administrative experience in a healthcare and/or educational environment preferred; or an equivalent combination of education and experience.
• Advanced proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint) and Windows-based applications.
• Knowledge of privacy and confidentiality requirements, including the Freedom of Information and Protection of Privacy Act (FIPPA).
• Excellent interpersonal, communication, proofreading, and editing skills.
• Excellence in professionalism and collaboration.
• Strong organizational and time management skills with the ability to manage multiple priorities and meet tight deadlines.
• Demonstrated ability to work independently and collaboratively in a fast-paced, client-focused environment.
• High attention to detail, sound judgment, and the ability to handle sensitive and confidential information with discretion.
• Strong problem-solving and project coordination skills with the ability to adapt to changing priorities.

Compensation At Baycrest, we take pride in ensuring our compensation structure is internally equitable and compliant with pay equity legislation. We believe compensation should be transparent, equitable, and reflective of your experience and growth. Our salary ranges are structured to support progression, from learning the role to demonstrating full proficiency.

For this position, the salary range is $51,634 to $64,542. The target hiring range is $51,634 to $58,000 per year.

Your placement within the target hiring range will depend on your job-related knowledge, skills, abilities, and relevant education and experience, as well as considerations such as market conditions and internal equity. The starting salary will be determined using these factors to ensure fairness and consistency across the organization.