Administrative Assistant I, Medical - Orthopaedics Program

Job summary

Process referrals and manage patient appointments, inquiries, reminders, registrations, and related documentation, including work in the EPIC electronic medical record system. Provide administrative support to two surgeons by managing calendars, coordinating surgical bookings and patient administration, and providing cross-coverage for the Orthopaedics administrative team.

Job details

Company Description UHN is Canada’s #1 hospital and the world’s #1 publicly funded hospital. With 10 sites and more than 44,000 TeamUHN members, UHN consists of 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 top research hospital, the scope of biomedical research and complexity of cases at UHN have made it a national and international source for discovery, education and patient care. UHN has the largest hospital-based research program in Canada, with major research in neurosciences, cardiology, transplantation, oncology, surgical innovation, infectious diseases, genomic medicine and rehabilitation medicine. UHN is a research hospital affiliated with the University of Toronto. UHN’s vision is to build A Healthier World and it’s only because of the talented and dedicated people who work here that we are continually bringing that vision closer to reality. www.uhn.ca Job Description Union: Non-Union Number of vacancies: 1 New or Replacement Position: Toronto Western Hospital Site: Schroeder Arthritis Institute Department: Arthritis Program Reports to: Clinical Manager / Orthopaedic Surgeon Salary Range: $23.66 to $29.57 Hours: 18.75 hours per week Shifts: Weekdays, 2.5 days a week Status: Permanent Part-Time Closing Date: November 30, 2026 Position Summary The Schroeder Arthritis Institute is the largest multidisciplinary arthritis hub in Canada, integrating medical, surgical and basic science aspects of Hand, Orthopaedics, Osteoporosis and Rheumatology with the goal of making a global impact in discovery, learning and patient care. The Orthopaedics Program within the Schroeder Arthritis Institute is a leader in developing and implementing innovative models of care. We are advancing integrated Arthritis Care for the future to improve patient and essential care partner experience and outcomes throughout their care journey. The Administrative Assistant II must be able to work within a fast paced, high stress environment and utilize strong communication and organizational skills to perform high level administrative support and management. We are looking for an experienced candidate who takes initiative to problem solve and acquire knowledge about our program. Duties Support the timely and efficient processing of incoming referrals, scheduling/rescheduling of patient appointments, responding to patients' general inquiries, cancelling patient appointments, and completing reminder communications. Complete administrative tasks that support data reporting requirements and a positive patient experience, meeting quality standards set out by UHN including registering patients, as needed, in UHN’s EPIC EMR (Electronic Medical Record) system Management of two surgeon offices ensuring smooth operations, surgical bookings and pre and post surgical patient management from an administrative perspective. Schedule appointments and provide calendar management to the surgeons they support. Complete appropriate documentation within their scope following patient consults with surgeons. Provide backup/cross-coverage support as a member of an operational administrative team within the Division of Orthopaedics. Qualifications Completion of Secondary School or recognized equivalent Completion of a recognized post-secondary office/medical administration program at the certificate level or equivalent Two (2) years minimum related administrative support experience, previous calendar management preferred Experience working with EPIC EMR for managing referrals, appointment scheduling, and standard clinical operations is preferred Experience working with financials and billing is an asset Previous on-the-job computer/word-processing in a Microsoft Office environment is preferred Experience working in a health care environment is an asset Fluency in a second language is considered an asset (e.g., French) Knowledge of medical terminology is an asset Excellent organizational and time management skills Excellent interpersonal, verbal and written communication skills Able to operate effectively in an interdisciplinary team Additional Information Why join UHN? In addition to working alongside some of the most talented and inspiring healthcare professionals in the world, UHN offers a wide range of benefits, programs and perks. It is the comprehensiveness of these offerings that makes it a differentiating factor, allowing you to find value where it matters most to you, now and throughout your career at UHN. Competitive offer packages Government organization and a member of the Healthcare of Ontario Pension Plan (HOOPP https://hoopp.com/) Close access to Transit and UHN shuttle service A flexible work environment Opportunities for development and promotions within a large organization Additional perks (multiple corporate discounts including: travel, restaurants, parking, phone plans, auto insurance discounts, on-site gyms, etc.) Current UHN employees must have successfully completed their probationary period, have a good employee record along with 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 uses email to communicate with selected candidates. Please ensure you check your email regularly. At University Health Network (UHN), artificial intelligence technologies may be used to assist in the screening, assessment, and selection of candidates for this position. Please be advised that a Criminal Record Check may be required of the successful candidate. Should it be determined that any information provided by a candidate be misleading, inaccurate or incorrect, UHN reserves the right to discontinue with the consideration of their application. 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. Department: Arthritis Program Compensation: CAD 23.66 - CAD 29.57 - hourly

What you’ll do

Process referrals and manage patient appointments, inquiries, reminders, registrations, and related documentation, including work in the EPIC electronic medical record system. Provide administrative support to two surgeons by managing calendars, coordinating surgical bookings and patient administration, and providing cross-coverage for the Orthopaedics administrative team.

Requirements

Requires secondary school completion, a recognized post-secondary certificate in office or medical administration (or equivalent), and at least two years of related administrative support experience. Preferred or advantageous qualifications include EPIC experience, calendar management, Microsoft Office skills, healthcare experience, financial or billing experience, medical terminology, and fluency in a second language.

Benefits

• Healthcare of Ontario Pension Plan
• Transit Access
• UHN Shuttle Service
• Flexible Work Environment
• Development and Promotion Opportunities
• Corporate Discounts
• On-Site Gyms

Listed skills

• Microsoft Office · Preferred
• Organization · Preferred
• Time management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Referral Processing
• Patient Appointment Scheduling
• Calendar Management
• Patient Communication
• EPIC Electronic Medical Record
• Surgical Booking Coordination
• Pre- and Post-Surgical Patient Administration
• Clinical Documentation
• Data Reporting
• Microsoft Office
• Medical Terminology
• Financial and Billing Support
• Organization
• Time Management
• Written and Verbal Communication
• Interdisciplinary Teamwork
• Communication
• Management
• Operations
• Rehabilitation
• Leadership
• Innovation
• Artificial Intelligence
• Organizational Skills
• French Language
• Research
• Proactivity
• Administrative Support
• Administrative Functions
• Orthopedics
• Billing
• Scheduling
• Oncology
• Infectious Diseases
• Medical Surgical Nursing
• Word Processing
• Setting Appointments
• Electronic Medical Record
• Cardiology
• Epic EMR
• Medical Research
• Orthopedic Surgery
• Patient Management Software
• Physical Medicine And Rehabilitation
• Rheumatology
• Osteoporosis
• Discovery Learning

Job areas

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

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