Administrative Assistant II, Medical - Hand Program

Responsibilities

• Exercise full, proactive control over the Surgeon's complex schedule, strategically resolving conflicts, prioritizing commitments, and optimizing time management across their clinical, academic, and leadership portfolios.
• Act as the primary liaison and professional gatekeeper for the Surgeon, triaging urgent inquiries and managing high-stakes communications with discretion and tact.
• 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 at the UHN Hand clinic
• 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
• Schedule appointments with patients to support the Physiotherapist team and Hand Surgeon (initial and follow-up appointments)
• Complete documentation following patient consults with clinicians, including transfer of notes back to referring clinician
• Provide backup/cross-coverage support as a member of an operational administrative team at the Hand Clinic within the Schroeder Arthritis Institute
• 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 related administrative support experience
• Experience working with EPIC EMR for managing referrals, appointment scheduling, and standard clinical operations is required
• 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
• 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 selected candidates. Please ensure you check your email regularly.
• 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 wi

Benefits

Additional Information

Union: Non-Union Number of vacancies: 1 New or Replacement Position: Replacement Site: Toronto Western Hospital Department: Schroeder Arthritis Institute Reports to: Clinical Manager / Hand Surgeon Salary Range: $25.56 to $31.95 Hours: 37.5 hours per week Shifts: Weekdays, Monday - Friday Status: Permanent Full Time Closing Date: June 17, 2026 Position Summary The Schroeder Arthritis Institute is the largest multidisciplinary arthritis hub in Canada, integrating medical, surgical and basic science aspects of Hand, Orthopedics, Osteoporosis and Rheumatology with the goal of making a global impact in discovery, learning and patient care. The Orthopedics 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 will act as the primary operational partner and provide dedicated support to the Surgeon within the Hand Clinic at the Schroeder Arthritis Institute. Beyond foundational administrative duties, this role requires a highly proactive individual capable of navigating complex workflows, anticipating needs, and managing high-level, competing priorities to ensure the seamless execution of the Surgeon's clinical and administrative portfolios.

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