Administrative Assistant, Medical

Job Posting #909542

Position: Administrative Assistant II, Medical (McCain Centre for Pancreatic Cancer (WMCPC)
Site: Princess Margaret Cancer Centre
Department: Medical Oncology and Hematology
Salary: $23.28 – $29.10 per hour
Hours: 37.5 hours per week
Status: PFT (Permanent Full-Time)

This position will provide administrative support to the multidisciplinary and interprofessional team within the Wallace McCain Centre for Pancreatic Cancer (WMCPC) at PMH/UHN. The WMCPC is an integrated multidisciplinary program providing the highest quality patient centered care from pre diagnosis and throughout the entire care pathway. The Medical Administrative Assistant II is a key member of the team by providing initial program information to patients, families and health care practitioners coordination, scheduling and administrative services, exercises considerable judgment/independence and utilizes knowledge of medical terminology/moderately advanced functions to provide secretarial and clerical services, in support of professional/medical personnel and patients, including: performing reception responsibilities; acting in a moderately independent manner to maintain coordination of patient appointments; liaising with internal and external providers; providing word processing/typing services for assigned personnel; performing cross-functional responsibilities, as assigned and performing other duties consistent with job classification, as required.

Key Responsibilities:

• Booking new patient consults / reassessments
• Assist with triaging process for new patient referrals into the Program
• Retrieving necessary external medical information and documents pre and post clinic
• Scheduling tests/procedures / workup for patient visits as needed
• Database entry – Tracker and REDCap
• Maintaining Program Website
• Supports the program in collating reporting documents necessary for various internal and external reports to key stakeholders
• Establishes, implements, maintains and ensures appropriate systems are in place to enable efficient workflow flow activities
• Arranging Booking meetings for 3-15 people
• Meeting minutes

Qualifications:

• Minimum completion of Grade X!! or recognized equivalent, College and/or Bachelor’s degree preferred
• Completion of a recognized medical or business post-secondary secretarial arts program diploma
• Minimum three to five years (3-5) related medical secretarial experience

• Knowledge of electronic patient record and scheduling systems.
• Previous experience Microsoft Office Environment and working with computer/word-processing, database and spreadsheet software
• Excellent interpersonal and customer service skills
• Excellent organization and time management skills, including verbal and written communication skills
• Ability to work well under pressure, multitask and prioritize work
• Ability to work independently and as a team player
• Ability to produce high quality and accurate work in accordance with hospital standards
• Experience working in a health care environment within a teaching hospital preferred
• Ability to address patient/families concerns and anxieties with patience and understanding

• Experience in coordinating patients from referral through to treatment
• Experience developing and working with Standard Operating Procedures (SOPs)

• Arranges small to mid-size formal and informal meetings/events
• Utilizes knowledge of medical terminology and moderately advanced functions to provide word processing/typing services to facilitate the production of moderately complex documents/materials for assigned personnel
• Draws upon knowledge of medical terminology and senior secretarial experience to provide efficient and effective reception responsibilities
• Organizes, modifies, and maintains confidential electronic/paper filing/retrieval methods, systems and/or formats
• Ensures efficient operation of the office, within scope of authority
• Performs other related clerical support activities related to maintain program functions
• 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

• Record minutes from meetings as required

• Utilizes knowledge of medical terminology and moderately advanced functions to provide word processing/typing services to facilitate the production of moderately complex documents/materials for assigned personnel
• Draws upon knowledge of medical terminology and senior secretarial experience to provide efficient and effective reception responsibilities
• Organizes, modifies, and maintains confidential electronic/paper filing/retrieval methods, systems and/or formats
• Ensures efficient operation of the office, within scope of authority
• Performs other related clerical support activities related to maintain program functions
• 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

Posting Date: November 8, 2022 Closing Date: Until filled

For current UHN employees, only those who have successfully completed their probationary period, have a good employee record along with satisfactory attendance in accordance with UHN’s attendance management program, and possess all the required experience and qualifications should apply.

UHN thanks all applicants, however, only those selected for an interview will be contacted.

University Health Network has a diverse workforce and is an equal opportunity employer.

Improving the patient’s experience through patient centered care! For additional information on patient centered care please go to: www.nrcpicker.com