Administrative Assistant Ii
3 weeks ago
Posting # 915452
Position**:Administrative Assistant II**
Site: Toronto General Hospital
Department: Nephrology
Reports to: Physicians
Hours: 35 hours per week: Days
Pay Scale: $23.28 to $29.10 per hour (Commensurate with experience and consistent with UHN Compensation Policy)
Status: Permanent Full-Time
An open position is available for an administrative assistant in the Division of Nephrology at University Health Network supporting 2 clinician scientists, who have both clinical and research programs.
**_Transforming lives and communities through excellence in care, discovery and learning._**
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 at UHN**. 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 groundbreaking 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.
The major clinical role of the administrative assistant will be to support clinic that occurs twice a week once a month and one half-day a week for the remainder of the month. One clinic is a specialty clinic that requires communication with a multidisciplinary team to arrange for specialized testing and therapeutics. Support will also include billing for the clinics. Additional roles will include communication with the outpatient hemodialysis and the multidisciplinary kidney care teams.
Non-clinical administrative roles include calendar maintenance for both physicians, arranging and coordinating meetings and travel, liasing with research financial services, maintaining CVs and occasional administrative support to research programs during the rare periods when dedicated staff are unavailable. A detailed list of responsibilities is attached below.
**Specific duties associated with role**:
- Prepare patient charts/ material for clinic and follow-up after clinic
- Review lab results
- Review medication lists
- Prepare consult requests
- Fax letters/report
- Scan documents
- Transcribe initial and special notes
- Answer phone calls, document messages and pass on to MD in a timely manner
- Respond to calls as necessary
- Clinic billing
- Maintain calendars
- Maintain CVs
- Assist with organizing teleconferences and in-person meetings
- Assist with conference and meeting travel - flights/taxi, meals, other miscellaneous and their reimbursements
- Organize office files/receipts for accounting and other administrative needs
- Order and maintain necessary supplies for office
- Research accounts/reimbursement which is mínimal contribution but requires assistance for correspondence with research accounting
- Divisional fax - order supplies, make payments, get reimbursement from other members quarterly
- Excel is not necessary but helpful
**Additional Qualifications**:
- Community College Diploma in General or Medical Office or equivalent Administration
- Completion of a medical terminology course
- Extensive on-the-job computer/word processing, database and spreadsheet software
- experience required; advanced experience in a Microsoft Office environment required
- Excellent written and verbal communication skills, strong organization and prioritization skills with the ability to perform multiple concurrent tasks with a high degree of attention to detail
- Previous experience in coordinating booking appointment and scheduling, strong knowledge of Microsoft Outlook/Word
- Previous experience with PHS, EPIC and TCS would be an asset
- Ability to work on-site
- Ability to learn quickly and work independently
- Excellent organizations interpersonal skills
- Be a good team player and able to work with other healthcare teams
- Ability to maintain confidentiality as per UHN and departmental policies
- Ability to perform duties in a professional and courteous manner and produce high
- quality work while meeting deadlines in accordance to UHN standards
- Knowledge of applicable legislative, UHN and/or departmental policies
- 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
- Satisfactory attendance
Vaccines (COVID-19 and others) are a requirement of the job unless you have an exemption on a medical ground pursuant to the Ontario Human Rights Code.
**Posting Date: February 28, 20
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