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, spanning primary care, secondary community care, tertiary and quaternary care services to post-acute through rehabilitation, palliative care and long-term care, while investing in world-class research and education. We invite you to join our dedicated team in continuing to put patients and families at the heart of everything we do—by applying for the role of Admin Assistant Department Chief Primary & Community Care.

St. Joseph’s Health Centre Department of Family and Community Medicine (SJHC DFCM) is a department of approximately 100 family physicians, some of whom work in the Academic Urban Family Health Team (UFHT). We train 22-24 PGY1s and PGY2s each year and 14 clinical clerks, in addition to learners from other health disciplines. The rest of family physicians (80) associated with the Department, work in community-based practices in Toronto’s west-end and many do in-patient and out-patient work at St Joe’s in Palliative Care, Addiction Medicine, Family Medicine Obstetrics, and Care of the Elderly.

The Admin Assistant provides timely administrative and secretarial support to the Department Chief. The individual must possess strong organizational and tech skills, excellent oral/written communication skills, be goal-oriented, highly motivated, a creative self-starter, and an excellent team player. The ideal candidate must be able to work independently, as well as a member of the team, multi-task, and be flexible to take on varied responsibilities.

Duties & Responsibilities

• Works directly with the Department Chief, DFCM, providing organizational and administrative support including maintaining and updating work schedule, phone and email correspondence, maintaining computer filing systems, completing financial reports, photocopying, ordering supplies, preparing presentations, completing bill payments and work requisitions
• Organizes a variety of internal and external meetings i.e. sets meeting schedules, books rooms, prepares meeting materials, takes and distributes meeting minutes, agendas and other materials.
• Synthesizes data and produces reports, including those of a research or academic nature.
• Supports the Chief and the SJHC DFCM Faculty Development Lead with faculty appointments and promotions within the University of Toronto’s Department of Family & Community Medicine within the Temerty Faculty of Medicine.
• Completes some functions to support undergraduate and post-graduate medical education within the SJHC academic UFHT.
• Tracks and carries out delegated duties to support quality improvement initiatives and communication in the department

Qualifications

• Graduate of a recognized Business Administration program
• Undergraduate degree preferred.
• A minimum of two (2) years of recent and progressively responsible experience in a senior secretarial or administrative position, including one year within the health care environment.
• Proficient knowledge and skill with MS-Office, Outlook, scheduling and budgeting software.
• Excellent typing skills of at least 60 words per minute.
• Excellent interpersonal and communication skills and handles sensitive information with confidentiality.
• Strong customer service orientation to liaise effectively with staff at all levels of the organization and external contacts
• Excellent problem resolution skills and attentiveness to issues of process, and ability to troubleshoot effectively.
• Exceptional organizational skills to manage competing and changing priorities and the ability to balance multiple tasks
• Must have an excellent punctuality and attendance record and be able to work flexible hours on occasion.
• Demonstrated commitment to and understanding of mission and values of Unity Health Toronto – SJHC
• Must have an excellent attendance record.

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.