Department Administrative Assistant

Position: Department Administrative Assistant

Department: Diabetes Management Center & Centre for Complex Diabetes Care

Program: Out-Patient Medicine

Job ID: 5380

Status: Full Time (x1)

Role Level: AC05 - $28.42-$35.54

Site: 89 Queensway

Shifts: Days, evenings

Posted: November 13, 2025

Internal Deadline: November 20, 2025

With over 90,000 individuals living with diabetes in our community—and numbers expected to rise—diabetes education and care have never been more vital. At Trillium Health Partners, our Adult Diabetes Services is a multidisciplinary team that provides expert care and support to over 15,000 individuals each year through our Diabetes Management Centre (DMC) and Centre for Complex Diabetes Care (CCDC).

Centre for Complex Diabetes Care (CCDC):

The CCDC offers specialized, collaborative care designed for individuals with complex diabetes needs. Our inter-professional team works together to create personalized management plans that address the unique challenges faced by patients with more complicated diabetes conditions.

Diabetes Management Centre (DMC):

The DMC provides comprehensive education and management support for adults living with diabetes. We assist individuals with Type 1 diabetes, Type 2 diabetes, gestational diabetes, and those requiring additional support during hospitalization. Our goal is to empower patients to manage their condition effectively, improving their quality of life through individualized education, resources, and care.

If you're passionate about making a meaningful difference in the lives of people living with diabetes, we invite you to be part of our dedicated team. Together, we'll continue to deliver exceptional care to our community

Position Summary:

The Department Administrative Assistant is a high achieving, self-motivated individual with exceptional organizational skills and demonstrated commitment to customer service. You must possess the ability to work in a fast-paced, high volume clinic, within a constantly changing environment and be able to disseminate complex information in order to maintain effective working relationships. You are proactive, dynamic and able to anticipate the needs of those you support without waiting for instruction. As a member of this incredible team, you are an energizing person, not only with your work, but also your work ethic and style. You are flexible and have the ability to think beyond your role or portfolio, apply critical thinking and problem solving skills, to ensure the success of the program and those you work with.

This role includes:

• Administrative support to the Diabetes Management Centre and the Centre for Complex Diabetes Care
• Answering the telephone, responding to inquiries within scope of authority, or directing to the most appropriate person
• Attending team meetings, including minute taking
• Supporting intake triage process
• Maintaining department scheduling templates within EPIC for physicians and clinical team members, and ensuring accuracy of schedules and appointment bookings to enable smooth functioning of the clinic
• Entering information into EPIC
• Supporting the clerical team and clerical team duties including, but not limited to: greeting patients, visitors and staff, patient registration, booking outpatient appointments

Key Qualifications:

• Grade 12 education combined with 2 years of community college secretarial and/or equivalent work-related experience providing office and clinical administration services including correspondence preparation, file management, minute taking, typing and distribution of agendas and minutes, office supply maintenance
• Experience in a healthcare environment or outpatient setting an asset
• Advanced technical skills in Windows, Teams, MS Office, medical terminology knowledge
• Superior interpersonal skills and communication skills, both oral and written
• Strong focus on patient care, utilizing a patient centred approach to managing patient and families experience with the department
• Self-directed with strong organizational skills with the ability to prioritize tasks
  High accuracy and attention to detail when performing a wide variety of tasks

Internal Candidates who believe they possess the necessary qualifications and experience for this position and who have been in their current position for at least six (6) months are encouraged to apply.

Candidates are selected on the basis of their skill, ability, experience and qualifications.

Where these factors are relatively equal seniority shall govern providing the successful applicant.

Trillium Health Partners' (THP) is an equal opportunity employer who values the importance of antiracism work and is committed to integrating antiracism, diversity, equity and inclusion best practices throughout THP operations, policies and culture. Therefore, we ask that even if you do not see yourself fully reflected in every job requirement listed on this posting, we still encourage you to reach out and apply. Research has shown that candidates from underrepresented groups often only apply when they feel 100% qualified. We encourage all applicants who are members of groups that have been marginalized on any grounds enumerated under the Ontario Human Rights Code based on race, gender identity or expression, sex, sexual orientation, disability, political belief, religion, marital or family status, age, and/or status as a First Nations, Métis or Inuk/Inuit person to consider this opportunity.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code Trillium Health Partners will provide accommodations throughout the recruitment and selection process to applicants with disabilities. If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.

All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.

Trillium Health Partners is identified under the French Language Services Act.

We thank all those who apply but only those selected for further consideration will be contacted.