Secretary - Family Health Team

Responsibilities

• Greet patients in person, assist with registration, and direct them to the kiosk for self-check-in.
• Oversee CHIME wayfinding system for scheduling and patient flow.
• Schedule and modify patient appointments as needed.
• Coordinate clinician schedules.
• Arrange transportation for patients when required
• Generate invoices and process patient payments.
• Provide and collect signed roster forms from patients at check-in.
• Answer phone calls using a call centre system and manage voicemails in a timely manner.
• Respond to PSS messages and address patient inquiries.
• Monitor and process OCEAN documents.
• Perform clinic closing duties, including charging iPads, securing doors, and tidying work areas.
• Process patient referrals when required
• Process incoming faxes and scanning of documents when required
• Work in compliance of the Occupational Health & Safety Act an its regulations; reporting hazards, deficiencies and contraventions of the Act in a timely manner
• Perform cross-functional duties with the job classification as assigned and or required including acting as back up for staff during staff absences and breaks.
• At minimum completion of post-secondary certificate up to 1 year in a General/ Medical Office Administration program or recognized equivalent required.
• At minimum 1 year experience working in a primary care setting within a hospital environment required.
• Up to 6 months to 1 year of demonstrated experience using Microsoft Office applications and specialized medical platforms such as TELUS PSS Suite, CHIME, Ocean, and EPIC required.
• Experience using a call-centre system to manage high volumes of phone calls an asset.
• Good verbal and written communication skills required.
• Proficiency in spoken and written English for effective communication required.
• Good interpersonal and customer service skills required.
• Good time management and organizational skills required.
• Ability to produce high quality work in accordance with hospital standards required.
• Ability to exercise initiative and good judgement required.
• Ability to comply with confidentiality requirements required.
• Knowledge of general office practices, procedures and standards required.
• Familiarity with medical terminology preferred.
• Proficiency in scheduling and task coordination in a healthcare setting preferred.
• Strong problem-solving abilities and attention to detail.
• Ability to handle difficult patient interactions and challenging situations with professionalism.
• Client service oriented, with the ability to effectively work with diversity and appreciate that people with different opinions, backgrounds and characteristics bring richness to the challenge or situation at hand.
• Ability to perform duties in a professional and courteous manner, producing high-quality work while meeting deadlines in accordance with UHN standards.
• Ability to work effectively in a team environment.
• Why join 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 select

Benefits

Additional Information

Union: CUPE - TW Number of vacancies: 1 New or Replacement Position: Replacement Site: Toronto Western Hospital - Family Health Team Department: Family Health Team (Bathurst Site) Reports to: Clinic Manager Hours: 37.5 hours per week Wage Range: $29.45 to $30.36 per hour. Start rate non-negotiable. Shifts: Monday-Friday (Varied Shifts 08:00-16:00, 08:30-16:30, 0900-17:00, 12:00-20:00); Saturday 08:30-16:30 as required Status: Permanent Full-Time Closing Date: June 24, 2026 Position Summary The Secretary is a member of the inter-professional care team at UHN Toronto Western Family Health Team (Bathurst Site) and is expected to be a highly organized and detailed orientated individual by ensuring smooth office operations and excellent patient experience. The Secretary role involves a combination of administrative, scheduling, and patient-facing responsibilities including appointment coordination, reception duties, financial transaction, and records management.

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