Department Administrative Assistant - Mental Health Program (Temporary Part-Time)

Job summary

The administrative assistant provides support to the Mental Health Program by managing patient registration, scheduling appointments, and maintaining accurate records in the EPIC system. They also facilitate team operations through minute taking, handling inquiries, and coordinating administrative tasks for outreach teams.

Job details

Position: Department Administrative Assistant Dept/Health Program: Mental Health Program Posting ID: 8727 Status: Temporary Part-Time (up to 12 months) Role Level: AC05 ($29.93 to $37.43) Site: Queensway Health Centre Hours of Work/Shift: Weekdays; 8:00am to 4:00pm Posted: October 5, 2026 Internal Deadline: October 12, 2026 Trillium Health Partners is one of Canada’s largest community-based teaching hospitals, serving the growing and diverse populations of Mississauga, West Toronto, and surrounding communities through the Credit Valley Hospital, the Mississauga Hospital, the Queensway Health Centre, the Reactivation care Centre (Church Site) and the new THP-UHN Reactivation Care Centre. Guided by our values of compassion, excellence, and courage, and through our strategic roadmap, Plan to 2030 [https://strategy.thp.ca/], we are creating a new kind of health care - defined not by illness, but by the health and well-being of people and communities. Position Summary: A high achieving, self-motivated individual with exceptional organizational skills and demonstrated commitment to customer service will excel in this position. You must possess the ability to work in a fast-paced and constantly changing environment and be able to disseminate complex information in order to maintain effective working relationships with the Mental Health Program. You are proactive, dynamic and able to anticipate the needs of those you support without waiting for instruction. As a member of this incredible team you are an energizing person, not only with your work, but also your work ethic and style. You are flexible and have the ability to think beyond your role or portfolio, to ensure the success of the program and those you work with. This role includes… * Administrative support to Seniors’ Mental Health Outreach and Q- ACTT teams at Queensway site Greeting patients, visitors and staff * Patient registration function: confirming/validating patient demographic, insurance (including OHIP) * Answering the telephone responding to enquiries within scope of authority, or directing to most appropriate person * Booking outpatient new and follow up appointments * Attending team meetings (including minute taking) * Supporting intake triage process * Entering information into EPIC * Covering for other outpatient mental health Department Administrative Assistants (as needed) Key Qualifications * Grade 12 education combined with 2 years of community college secretarial and/or equivalent work-related experience providing office and clinical administrative services including correspondence preparation, mail delivery, file management, minute taking, typing and distribution of agendas and minutes, office supply maintenance, advanced technical skills in Windows, MS Word, PowerPoint, Outlook, Excel, MS Project, videoconference and teleconference set up (Zoom and OTN), and medical terminology knowledge * Superior interpersonal and communication skills, both oral i.e. answer phones, screen, direct and handle calls; maintain voicemail and written communications * Strong focus on patient care, utilizing a patient centered approach to managing patients and families initial experience with the department * Strong organizational skills with the ability to prioritize tasks * High accuracy and attention to detail when performing a wide variety of tasks * Self-directed individual who can work independently with minimal supervision Internal Candidates who believe they possess the necessary qualifications and experience for this position and who have been in their current position for at least six (6) months are encouraged to apply. To pursue this career opportunity, please visit our website: www.trilliumhealthpartners.ca [http://www.trilliumhealthpartners.ca/] Candidates are selected on the basis of their skill, ability, experience and qualifications. Where these factors are relatively equal seniority shall govern providing the successful applicant. Trillium Health Partners’ (THP) is an equal opportunity employer who values the importance of antiracism work and is committed to integrating antiracism, diversity, equity and inclusion best practices throughout THP operations, policies and culture. Therefore, we ask that even if you do not see yourself fully reflected in every job requirement listed on this posting, we still encourage you to reach out and apply. Research has shown that candidates from underrepresented groups often only apply when they feel 100% qualified. We encourage all applicants who are members of groups that have been marginalized on any grounds enumerated under the Ontario Human Rights Code based on race, gender identity or expression, sex, sexual orientation, disability, political belief, religion, marital or family status, age, and/or status as a First Nations, Métis or Inuk/Inuit person to consider this opportunity. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code Trillium Health Partners will provide accommodations throughout the recruitment and selection process to applicants with disabilities. If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation. All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act. Our organization may use automated tools, including artificial intelligence (AI) or algorithm-assisted systems, to support the initial review of applications. These tools are used only to assist our recruiters and hiring managers; all hiring decisions include meaningful human involvement and final review. Trillium Health Partners is identified under the French Language Services Act. We thank all those who apply but only those selected for further consideration will be contacted.

What you’ll do

The administrative assistant provides support to the Mental Health Program by managing patient registration, scheduling appointments, and maintaining accurate records in the EPIC system. They also facilitate team operations through minute taking, handling inquiries, and coordinating administrative tasks for outreach teams.

Requirements

Candidates must have a Grade 12 education combined with at least two years of relevant secretarial or clinical administrative experience. Proficiency in Microsoft Office, strong organizational skills, and knowledge of medical terminology are essential for this role.

Listed skills

• Customer service · Preferred
• Appointment Scheduling · Preferred
• Zoom · Preferred
• Administrative Support · Preferred
• Microsoft Office · Preferred
• Data entry · Preferred
• Communication Skills · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Patient registration
• Appointment scheduling
• Minute taking
• Medical terminology
• Data entry
• Customer service
• Microsoft Office
• Zoom
• OTN
• File management
• Communication skills
• Organizational skills
• Triage support
• EPIC
• Office Supply Management
• Epic EMR
• Voicemail
• Courage
• Administrative Support
• Strategic Roadmaps
• Organizational Skills
• Self-Discipline
• Zoom (Video Conferencing Tool)
• Strong Work Ethic
• Compassion
• Self-Motivation
• Microsoft Word
• Microsoft Excel
• Research
• Teaching
• Mental Health
• Customer Service
• Communication
• Disabilities
• File Management
• French Language
• Medical Terminology
• Microsoft Outlook
• Microsoft Project
• Operations
• Patient Registration
• Microsoft PowerPoint
• Triage
• Typing
• Video Conferencing
• Writing
• Prioritization
• Detail Oriented

Job areas

• Healthcare
• Administrative
• Customer Service & Support
• Department Administrative Assistant
• Project / Program Administrative Assistant
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

More jobs from Trillium Health Partners