Unity Health Toronto, comprised of Providence Healthcare, St. Joseph’s Health Centre and St. Michael’s Hospital, works to advance the health of everyone in our urban communities and beyond. Our health network serves patients, residents and clients across the full spectrum of care, including primary care, community care, tertiary and quaternary services, rehabilitation, palliative care and long-term care, while investing in world-class research and education. Join our team as an Administrative Assistant, Quality and Process Improvement.

Duties & Responsibilities

Act as a first point of contact for Workplace Health, Safety and Wellness by greeting visitors, responding to inquiries, and directing phone, fax and email correspondence to the appropriate team members. Answer and triage the main Workplace Health, Safety and Wellness phone line, provide routine guidance to staff and leaders, and escalate matters as required. Monitor departmental email inboxes throughout the day, respond to routine inquiries, redirect messages as appropriate, and ensure timely follow-up. Coordinate pre-employment health appointments for new hires, including tracking onboarding requirements, communicating with candidates, preparing documentation for Occupational Health Nurse review, following up on outstanding items, rescheduling appointments as needed, and welcoming candidates on arrival. Create, maintain and organize employee health files in electronic and hard-copy formats, ensuring medical documentation received by email or fax is filed accurately and promptly. Support sick leave administration by guiding staff through standard procedures and online absence reporting, monitoring RightFax and email, forwarding time-sensitive medical documentation, and distributing Employee Absence Reporting Forms to the appropriate clinical and abilities management staff. Enter and maintain health-related data in Parklane, including pre-employment assessment documentation, vaccination records, bloodwork results and other nurse-completed health information. Prepare and process Requests for Information related to employee medical files in accordance with established departmental procedures. Support medical note reimbursement processing by coordinating validation with Abilities Specialists, preparing approved expense reports, and submitting documentation for final approval. Schedule COVID-19 vaccine appointments through the designated booking process and notify the Occupational Health Nurse to support vaccine availability. Provide general administrative support, including maintaining schedules, sorting mail, arranging courier services, photocopying, preparing documents and presentations, supporting requisitions and bill payments, monitoring office activities, and maintaining electronic and paper filing systems. Schedule meetings, book rooms, and prepare, record and distribute agendas, minutes and related materials. Order office and medical supplies, including routine departmental supplies, annual flu clinic supplies, and Occupational Health Nurse-requested medical supplies. Maintain staff database summaries for training, certification and departmental reporting purposes. Provide professional, responsive customer service to staff, leaders, visitors and internal stakeholders. Identify opportunities to improve administrative processes and support efficient departmental operations. Perform other duties as assigned.

Qualifications

Minimum two years of administrative, secretarial or related experience in a hospital or health care setting required. Completion of a recognized Secretarial Arts/Administrative Assistant diploma program required Advanced proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, Access and Outlook; experience with hospital systems, scheduling systems and payroll systems preferred. Previous experience in a clinic, occupational health or hospital environment preferred. Excellent interpersonal, communication, customer service and organizational skills. Demonstrated ability to manage multiple priorities, coordinate activities and meet deadlines in a busy environment. Experience coordinating meetings, teleconferences, webcasts or similar activities with a variety of stakeholders. Strong attention to detail, sound judgment, and highly organized and systematic work habits. Ability to work independently, take initiative and adapt to changing priorities. Demonstrated problem-solving skills and ability to multitask effectively. Demonstrated ability to work collaboratively in a team environment. Demonstrated commitment to providing exceptional customer service. Excellent attendance and punctuality record required.

Unity Health Toronto is committed to creating an accessible and inclusive organization. We strive to provide a recruitment process that is barrier-free and in compliance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. We understand that you may require an accommodation at any stage of the recruitment process. When you are contacted, please inform the Talent Acquisition Specialist and we will work with you to meet your accommodation needs. We want to emphasize that all accommodation requests are handled with the utmost confidentiality, respecting your privacy and dignity.