Administrative Assistant II

• Compensation: CAD 25.56 - CAD 31.95 - hourly

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.

Union: Non-Union
Number of vacancies: 1
New or Replacement Position: Replacement
Site:Toronto Western Hospital
Department:Centre for Mental Health
Reports to: Manager
Salary Range: $25.56 - $31.95 per hour
Hours: 37.5 hours per week
Shifts: Days
Status: Permanent Full-Time
Closing Date: June 17, 2026

Job Summary

The Administrative Assistant II will work closely within a multidisciplinary Assertive Community Treatment (ACT) team to support the coordination and delivery of services to individuals with severe mental illness. The Administrative Assistant II provides reception and communication support by triaging calls, coordinating communication between clients and team members, and facilitating timely access to services. This role functions as a proactive, solution‑focused team member, working collaboratively with all staff and receiving guidance and support from the Team Lead.

The ADMINISTRATIVE ASSISTANT II exercises considerable judgment and independence to support program operations and patient care, including:

Duties

• Coordinating and managing incoming telephone calls and in‑person inquiries, including greeting visitors and ensuring effective communication between the ACT team and patients;
• Supporting the team by responding to inquiries, triaging urgent concerns, and facilitating access to appropriate team members and resources;
• Utilizing sound judgment to escalate unusual or concerning client behaviours to appropriate clinical staff;
• Acting in a moderately independent manner to maintain several electronic calendars including entering patient appointment information into multiple databases for tracking purposes;
• Ordering and maintaining program supplies and equipment;
• Utilizing knowledge of medical terminology and moderately advanced functions to provide word processing services to facilitate the production of moderately complex documents;
• Organizing, modifying, and maintaining confidential electronic file retrieval methods, systems and/or formats;
• Arranging and coordinating administrative aspects of program operations, ensuring the efficient functioning of the office within scope of authority; performing other related clerical and administrative support activities as required;
• Performing other duties consistent with the job classification, as required.

• Completion of a medical terminology course;
• Completion of Grade XII or recognized equivalent;
• Completion of a recognized post‑secondary medical office administration program at the diploma level or equivalent;
• Three (3) years related medical administrative support experience;
• Previous on‑the‑job word‑processing, database and spreadsheet software experience; experience in a Microsoft Office environment;
• MS Teams experience an asset;
• Experience with electronic scheduling tools;
• Excellent organizational, time management, and prioritization skills;
• Excellent verbal and written communication skills;
• Excellent interpersonal and customer service;
• Excellent knowledge of health care, organizational/office practices, procedures and standards;
• Demonstrated ability to work in a team environment and collaborate as an active…