Clerical Assistant I

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

Posting #:  REF13013Q
Union:  CUPE Clerical bargaining unit
Number of vacancies:   1
New or Replacement Position: New
Site:  Toronto General Hospital
Department:     Vascular Surgery
Reports to:  Physician
Hours:   24 hours per week
Wage Range:  $18.94 - $23.68 per hour
Shifts:  Various
Status: Permanent Part-Time
Closing Date: October 7, 2026

Position Summary

We are seeking a reliable, personable, and highly organised part-time Medical and Academic Administrative Assistant to support a newly appointed vascular surgeon at Toronto General Hospital.

This is a Grade 1, part-time position, based on-site three days per week. Specific working hours can be discussed and agreed upon in person.

The successful candidate will play an important role in the day-to-day running of the clinical office and will act as a key point of contact and liaison between the surgeon, patients, and the wider clinical team.

A major component of the position will involve communicating with patients, responding to enquiries, coordinating appointments and investigations, and helping patients navigate their clinical care. The successful candidate will therefore need to be approachable, professional, compassionate, and comfortable communicating with patients and their families.

The role will also provide administrative support for the surgeon’s academic and research activities within UHN and the University of Toronto.

Duties

- Acting as a key liaison between the surgeon and patients, providing a professional and approachable point of contact for the clinical office
- Supporting the day-to-day organisation and efficient running of the vascular surgery clinical office
- Communicating with patients regarding appointments, investigations, follow-up, and other administrative aspects of their care
- Coordinating clinic appointments, investigations, referrals, and follow-up arrangements
- Liaising with other physicians, clinical teams, hospital departments, and administrative staff
- Managing correspondence, telephone calls, messages, and other day-to-day clinical administrative tasks
- Maintaining accurate and organised clinical and administrative records
- Preparing, formatting, and organising clinical and academic documents
- Assisting with scheduling, meetings, deadlines, and follow-up tasks
- Providing administrative support for research and academic projects, including manuscripts, presentations, and submissions
- Maintaining spreadsheets, databases, electronic filing systems, and project records
- Providing additional administrative and clerical support as required

Qualifications

- High school diploma or equivalent education.
- Strong written and verbal communication skills.
- Excellent organisational skills and attention to detail.
- Strong interpersonal skills and a professional, compassionate approach to communicating with patients and families.
- Comfortable using standard computer applications, including email and Microsoft Office.
- Ability to work independently, manage competing priorities, and maintain patient confidentiality.
- Previous experience in a healthcare or administrative environment would be an asset but is not essential.
- Previous experience with, or familiarity with, the Epic electronic health record system would be desirable but is not essential.

Essential skills

The successful candidate will be highly organised, dependable, and personable, with excellent attention to detail and strong written and verbal communication skills.

As the role involves frequent interaction with patients, excellent interpersonal and communication skills are particularly important. The successful candidate should be comfortable speaking with patients and families, managing enquiries sensitively and professionally, and communicating effectively with members of the wider healthcare team.

They should be comfortable using Microsoft Word, Excel, PowerPoint, email, and shared electronic documents, and able to handle confidential and sensitive information appropriately.

The ability to work independently, prioritise competing tasks, maintain an organised clinical office, and follow tasks through to completion will be particularly important.

Desirable experience

Previous experience in healthcare, medical administration, a hospital environment, university administration, or a similar professional setting would be advantageous but is not essential.

Previous experience using, or familiarity with, the Epic electronic health record system would be desirable but is not essential.

Experience with clinical scheduling, patient communication, academic administration, research support, or hospital and university systems would also be beneficial.

Additional Information

In addition to working alongside some of the most talented and inspiring healthcare professionals in the world, UHN offers a wide range of benefits, programs and perks. It is the comprehensiveness of these offerings that makes it a differentiating factor, allowing you to find value where it matters most to you, now and throughout your career at UHN.

- Competitive offer packages
- Government organization and a member of the Healthcare of Ontario Pension Plan (HOOPP https://hoopp.com/)
- Close access to Transit and UHN shuttle service
- A flexible work environment
- Opportunities for development and promotions within a large organization
- Additional perks (multiple corporate discounts including: travel, restaurants, parking, phone plans, auto insurance discounts, on-site gyms, etc.)

Current UHN employees must have successfully completed their probationary period, have a good employee record along with satisfactory attendance in accordance with UHN's attendance management program, to be eligible for consideration.

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.