Administrative Assistant I

Job summary

The Administrative Assistant provides essential support for outpatient mental health clinics, including patient scheduling, referral processing, and waitlist management. They also ensure accurate data reporting and maintain high-quality administrative standards within the multidisciplinary 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: Replacement Site: Toronto Western Hospital Department: Centre for Mental Health (Central Intake) Reports to: Clinical Manager Salary Range: $23.14 - $28.92 per hour Hours: 37.5 hours per week Salary: Permanent Full-Time Closing Date: October 9, 2026 Position Summary The Administrative Assistant I, General is responsible for providing administrative support within the Outpatient Mental Health and Addiction Services clinics at Toronto Western Hospital, including Central Intake for the Centre for Mental Health. This position is part of an outpatient mental health clinics portfolio within the Centre for Mental Health at UHN and provides back-up/cross-coverage support as a member of an operational administrative team. Duties Support the timely and efficient scheduling/rescheduling of patient appointments, responding to patients' general inquiries, and completing reminder calls Providing administrative support in managing group waitlists and scheduling Support the timely, accurate, and efficient assigning, transcribing, processing of referrals for the Centre for Mental Health using UHN’s electronic health record system Epic Complete administrative tasks that support data reporting requirements and a positive patient experience, meeting quality standards set out by UHN and the College of Physician and Surgeons of Ontario Involves interactions within the multidisciplinary teams within the Outpatient Mental Health and Addiction Services, as well as external and internal referring providers Provide back-up/cross-coverage support as a member of an operational administrative team Qualifications Completion of Grade XII or recognized equivalent Completion of a recognized post-secondary office/medical administration program at the certificate level or equivalent Fluency in both English and Portuguese is required Two (2) years related administrative support experience Previous on-the-job computer/word-processing, database and spreadsheet software experience required; experience in a Microsoft Office environment preferred. Experience working in a health care environment an asset Excellent verbal and written communication skills Excellent organizational and time management skills Excellent interpersonal and customer service skills Ability to produce high quality work in accordance with Hospital standards Ability to work well under pressure Ability to use good judgment in assessing difficult situations Knowledge of general office practices, procedures and standards Knowledge of medical terminology an asset Additional Information 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: Center for Mental Health Compensation: CAD 23.14 - CAD 28.92 - hourly

What you’ll do

The Administrative Assistant provides essential support for outpatient mental health clinics, including patient scheduling, referral processing, and waitlist management. They also ensure accurate data reporting and maintain high-quality administrative standards within the multidisciplinary team.

Requirements

Candidates must have a Grade XII education and a recognized post-secondary office or medical administration certificate. Fluency in both English and Portuguese is required, along with at least two years of related administrative experience.

Benefits

• Healthcare of Ontario Pension Plan • Transit access • UHN shuttle service • Flexible work environment • Corporate discounts • Travel discounts • Restaurant discounts • Parking discounts • Phone plan discounts • Auto insurance discounts • On-site gyms

Listed skills

• Time management · Preferred
• Customer service · Preferred
• Administrative Support · Preferred
• Microsoft Office · Preferred
• Communication Skills · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Patient scheduling
• Electronic health records
• Epic
• Data reporting
• Medical terminology
• Customer service
• Time management
• Organizational skills
• Communication skills
• Portuguese fluency
• English fluency
• Microsoft Office
• Database management
• Word processing
• Referral processing
• Data Reporting
• Epic EMR
• Administrative Support
• Portuguese Language
• Administrative Functions
• Research
• Artificial Intelligence
• Medical Research
• Management
• Cardiology
• Spreadsheets
• Customer Service
• Communication
• Word Processing
• Electronic Medical Record
• English Language
• Innovation
• Infectious Diseases
• Oncology
• Medical Terminology
• Rehabilitation
• Physical Medicine And Rehabilitation
• Time Management
• Scheduling
• Transcribing

Job areas

• Administrative
• Healthcare
• Government & Public Sector
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive