Secretary; Part-Time; Family Health Team

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:CUPE - TW
Number of vacancies:1
New or Replacement Position:Replacement
Site:Toronto Western Hospital – Family Health Team
Department:Family Health Team (Bathurst Sit
Reports to:Clinic Manager
Hours:30 hours per week
Wage Range: $29.45to $30.36 per hour. Start rate non-negotiable.
Shifts:Varied Shifts as required;
Monday-Friday (08:00-16:00, 08:30-16:30, 0900-17:00, 12:00-20:00);
Saturday 08:30-16:30
Status:Permanent Part-Time
Closing Date:August 26, 2026

The Secretary is a member of the inter-professional care team at UHN Toronto Western Family Health Team (Bathurst Site) and is expected tobe a highly organized and detailed orientated individual by ensuring smooth office operations and excellent patient experience. The Secretary role involves a combination of administrative, scheduling, and patient-facing responsibilities including appointment coordination, reception duties, financial transaction, and records management.

• Greet patients in person, assist with registration, and direct them to the kiosk for self-check-in.
• Oversee CHIME way finding system for scheduling and patient flow.
• Schedule and modify patient appointments as needed.
• Coordinate clinician schedules.
• Arrange transportation for patients when required
• Generate invoices and process patient payments.
• Provide and collect signed roster forms from patients at check-in.
• Answer phone calls using a call centre system and manage voicemails in a timely manner.
• Respond to PSS messages and address patient inquiries.
• Monitor and process OCEAN documents.
• Perform clinic closing duties, including charging iPads, securing doors, and tidying work areas.
• Process patient referrals when required
• Process incoming faxes and scanning of documents when required
• Work in compliance of the Occupational Health & Safety Act an its regulations; reporting hazards, deficiencies and contraventions of the Act in a timely manner
• Perform cross-functional duties with the job classification as assigned and or required including acting as back up for staff during staff absences and breaks.

• At minimum completion of post-secondary certificate up to 1 year in a General/ Medical Office Administration program or recognized equivalent required.
• At minimum 1 year experience working in a primary care setting within a hospital environment required.
• Up to 6 months to 1 year of demonstrated experience using Microsoft Office applications and specialized medical platforms such as TELUS PSS Suite, CHIME, Ocean, and EPIC required.
• Experience using a call-centre system to manage high volumes of phone calls an asset.
• Good verbal and written communication skills required.
• Proficiency in spoken and written English for effective communication required.
• Good interpersonal and customer service skills required.
• Good time management and organizational skills required.
• Ability to produce high quality work in accordance with hospital standards required.
• Ability to exercise initiative and good judgement required.
• Ability to comply with confidentiality requirements required.
• Knowledge of general office practices, procedures and standards required.
• Familiarity with medical terminology preferred.
• Proficiency in scheduling and…