Administrative Assistant I, General – Family Health Team

  • Full Time
  • Toronto

University Health Network

Company Description

The University Health Network, where “above all else the needs of patients come first”, encompasses Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute and the Michener Institute of Education. The breadth of research, the complexity of the cases treated, and the magnitude of its educational enterprise has made UHN a national and international resource for patient care, research and education.

With a long tradition of ground breaking firsts and a purpose of “Transforming lives and communities through excellence in care, discovery and learning”, the University Health Network (UHN), Canada’s largest research teaching hospital, brings together over 16,000 employees, more than 1,200 physicians, 8,000+ students, and many volunteers. UHN is a caring, creative place where amazing people are amazing the world. 

Job Description

Union: Non-Union
Site: Toronto Western Hospital, Garrison Creek
Department: Toronto Western Family Health Team
Work Model: On-Site
Reports to: Clinic Manager
Grade: A0:05
Hours: hours per week
Salary:  $ – $ per hour (To commensurate with experience and consistent with UHN compensation policy)
Shifts:  Days, occasional Evenings and Weekends
Status: Permanent Full Time
Closing Date: June 21, 2024

Position Summary
Toronto Western Family Health Team (TW FHT)’s program links with the surrounding community to provide primary care to families and community members, with special attention to the needs of the aging population, children and women and patient populations who include: a) underserved, at-risk and high needs patients, c) adolescents and emerging adults and d) patients with mental health and addictions.

With the teamwork of physicians, nurse practitioners, primary care nurses, social workers, pharmacists, physiotherapists, occupational therapists, respiratory therapists and chiropodists.

As a member of the Family Health Team, the Administrative Assistant I, General will provide reception and administrative support, greet and check in patients, facilitate use of self-check in kiosks and process payments for uninsured services.


  • Addressing patient inquiries in person and over the phone
  • Exercise judgment and decision-making to book and schedule appointments over the phone, online and in-person
  • Triage appointment requests, obtain necessary information, select the correct appointment types, advise appropriate personnel of appointment types
  • Cancel and/or re-schedule and book follow up appointments
  • Receiving and documenting scans and faxes
  • Messaging and communication with providers and members of the healthcare team
  • Utilizing EMR and implementing various tools and alert functions and making recommendations on functionality of EMR for quality improvement
  • Routine data collection/collation activities and other clerical support
  • Following established procedures to ensure the efficient flow of patient appointments
  • Maintaining written and/or electronic calendar/schedules
  • Maintaining and modifying electronic and paper information filing/retrieval systems methods, and/or formats
  • Ensuring the efficient operation of the booking process

  • Qualifications

  • At minimum, completion of post secondary certificate up to 1 year in Office Administration or recognized equivalent
  • Minimum 2 to 4 years practical and related experience
  • General knowledge of office practices, processes, procedures and electronic tools including Microsoft office applications (Word, Excel)
  • Knowledge of medical terminology preferred
  • Experience working in a health care environment and/or primary care
  • Excellent customer service and de-escalation skills
  • Knowledge of a second language an asset
  • Must be able to read and understand sort notes, brief forms and/or instructions
  • Experience utilizing an electronic medical record (EMR) PS Suite
  • Ability to perform duties in a professional and courteous manner and produce high quality work while meeting deadlines in accordance to UHN standards
  • Exercise initiative and good judgment with ability to multi-task
  • Compliance with confidentiality requirements under UHN Privacy Policy
  • Effective organizational, interpersonal, and communication skills
  • Ability to handle difficult situations
  • Ability to work effectively in a team environment
  • Client service oriented, with the ability to effectively work in a diverse neighbourhood and a community based environment
  • 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 )
  • 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 with the consideration of their application.

    All UHN Employees are required to be fully vaccinated with a COVID-19 vaccine series, approved by Health Canada or the World Health Organization, as a condition of hire. Proof of COVID-19 vaccination will be required.

    Should you be the successful candidate, you will be required to comply with UHN’s mandatory Vaccination Policy that is in effect.

    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.