Administrative Assistant III

Company Description

UHN is Canada’s #1 hospital and the world’s #1 publicly funded hospital. With 10 sites and more than 44,000 TeamUHN members, UHN consists of Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute, The Michener Institute of Education and West Park Healthcare Centre. As Canada's top research hospital, the scope of biomedical research and complexity of cases at UHN have made it a national and international source for discovery, education and patient care. UHN has the largest hospital-based research program in Canada, with major research in neurosciences, cardiology, transplantation, oncology, surgical innovation, infectious diseases, genomic medicine and rehabilitation medicine. UHN is a research hospital affiliated with the University of Toronto.

UHN’s vision is to build A Healthier World and it’s only because of the talented and dedicated people who work here that we are continually bringing that vision closer to reality.

www.uhn.ca

Job Description

Union: Non Union
Number of vacancies: 1
New or Replacement Position: Replacement
Site: Toronto Western Hospital
Department: ICU
Reports to: Clinical Manager
Wage Range: $28.42 to $35.52 per hour
Hours: Shifts: 7.5 hour days; 8:00 am - 4:00 pm
Status: Permanent Full-time
Closing Date: September 28, 2026

Qualifications

• Completion of Grade XII or recognized equivalent required.
• Completion of a recognized medical or business post secondary secretarial arts program at the diploma level required.
• Four (4) years related secretarial support experience required.
• Previous on-the-job computer/word-processing, database and spreadsheet software experience required; experience in a Microsoft Office environment preferred.
• Previous supervisory experience preferred.
• Experience working in a health care environment an asset.
• Excellent organizational and time management skills required.
• Very good interpersonal and customer service skills required.
• Very good verbal and written communications skills required.
• Comprehensive knowledge of health care, organizational/office practices, procedures and standards required.
• Ability to produce high quality work in accordance with Hospital standards required.
• Ability to maintain confidentiality required.
• Ability to work well under pressure and use good judgment in assessing difficult situations required.
• Knowledge of medical terminology an asset.

Additional Information

Position Summary

Working under the direction of the Clinical Manager of the Medical Surgical Neuro Intensive Care Unit, the successful candidate will provide services involving (but not limited to) the following: 

The ADMINISTRATIVE ASSISTANT III exercises considerable judgment and independence to provide complex secretarial and administrative support services to professional personnel, including: coordinating and maintaining written and/or electronic calendar/schedule for assigned personnel; utilizing advanced functions to provide word processing/typing services to facilitate the production of complex documents/materials; coordinating, organizing or planning meetings/events; providing direct and/or functional supervision for assigned personnel; monitoring and analyzing departmental budgets; ensuring efficient operation of the office; developing, organizing and maintaining electronic and paper information filing/retrieval methods, systems or formats; performing clerical support functions; performing cross-functional responsibilities, as required; supporting the creation and management of an operational schedule of a large interprofessional clinical schedule (>240 pp)performing other duties consistent with the job classification, as assigned.

Duties

• Coordinates and maintains written and/or electronic calendar/schedule of assigned personnel
• Create and maintain operational schedule of large clinical team
  • Has a knowledge of unionized environment  
• Utilizes advanced functions to provide word processing/typing services to facilitate the production of complex documents/materials
• Coordinates, organizes or plans meetings/events
• Provides direct and/or functional supervision for assigned personnel
• Supports collating data for budgeting and forecasting
• Maintains data tracking for staffing, turnover, onboarding forms
• Supports coordination of new team hires in collaboration with the PCC and APNE
• Ensures efficient operation of the office, including:
  • Develops, organizes and maintains electronic and paper information filing/retrieval methods
  • Generates, supports payroll entry
  • Recruitment planning and support
• Performs clerical support functions, with excellent working knowledge of:
  • SharePoint, Word, Excel, Teams, FORMS
• Performs cross-functional and other duties consistent with the job classification, as assigned and/or requested.
• Works in compliance of the Occupational Health & Safety Act and its regulations, reporting hazards, deficiencies and contravention’s of the Act, in a timely manner

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. At University Health Network (UHN), artificial intelligence technologies may be used to assist in the screening, assessment, and selection of candidates for this position.

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.

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.