General Administrative Assistant I

University Health Network - Toronto, ON (il y a 30+ jours)

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The University Health Network, where “above all else the needs of patients come first”, encompasses Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute and the Michener Institute of Education at UHN. The breadth of research, the complexity of the cases treated, and the magnitude of its educational enterprise has made UHN a national and international resource for patient care, research and education. With a long tradition of groundbreaking firsts and a purpose of “Transforming lives and communities through excellence in care, discovery and learning”, the University Health Network (UHN), Canada’s largest research teaching hospital, brings together over 16,000 employees, more than 1,200 physicians, 8,000+ students, and many volunteers. UHN is a caring, creative place where amazing people are amazing the world. Find out about our purpose, values and principles here

The Toronto ABI Network is a membership-based secretariat that helps hospitals and community-based programs connect people with Acquired Brain Injury (ABI) to the services they need. A recognized leader in ABI, the Network works with stakeholders to improve the quality and availability of publicly funded ABI services and support. The Network is hosted by the University Health Network (UHN).

The focus of this role is to provide administrative support to the ABI Network referral coordinator who provides navigation support to health professionals, patients and families seeking to access inpatient and community-based rehabilitation and support programs following brain injury. The administrative assistant also supports the project manager and the Network office as per the responsibilities below.

Support the ABI Network referral coordinator in management of an electronic centralized referral system for inpatient and community based referrals for brain injury services across the GTA. This includes but is not limited to:

Process incoming and outgoing referrals (received and sent via email and fax) under the direction of the ABI Network referral coordinator.
Maintain all referral files, including digital and hard copies (using Adobe and Excel), in accordance with UHN privacy policy.
Manage confidential patient referrals and retain/destroy records in accordance with the Personal Health Information Protection Act (PHIPA) and related UHN policies.
Enter data into the Network’s excel-based client tracking system and keep it updated. Document referral status as per office protocol.
Respond to internal and external inquiries, within scope of responsibilities, e.g., link referral sources with the ABI Network referral coordinator or help caller find information that is readily available on the Network website.
Work with the ABI Network project manager to provide referral information for projects that need data as required. Produce reports as need on wait times, referral volumes and other indicators as requested.
Ensure efficient operation of the office, within scope of authority, e.g., order and oversee office supplies, maintain printers as needed with basic troubleshooting steps.
Develop collaborative and supportive working relationships with internal and external stakeholders as well as referral sources/members of the public that contact the ABI Network office.
Assist with committee meetings and educational events as assigned, e.g., room booking (internal and external), circulation of meeting invitations and agenda packages through Microsoft Outlook, timely provision of attendance lists, nametag and/or registration list organization and assembly, etc.
Process payroll
Perform cross-functional and/or other duties consistent with the job classification, as assigned or requested.

Completion of Grade XII or recognized equivalent required.
Completion of a recognized post-secondary secretarial arts program at the certificate level or equivalent required.
Two (2) years related secretarial experience required.
Proven experience with Microsoft Office with emphasis on advanced Excel skills and use of Adobe Acrobat (editing, combining files) required.
Experience working in a health care environment an asset.
Experience in updating website content an asset.
Good verbal and written communication skills required.
Good organizational and time management skills required.
Good interpersonal and customer service skills required.
Ability to produce high quality work in accordance with Hospital standards required.
Ability to work well under pressure required.
Ability to use good judgment in assessing difficult situations required.
Able to work independently and with teams, required
Knowledge of general office practices, procedures and standards required.
Knowledge / familiarity of Personal Health Information Protection Act an asset.

POSTED DATE: February 13, 2020 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.
University Health Network thanks all applicants, however, only those selected for an interview will be contacted.
UHN is a respectful, caring, and inclusive workplace. We are committed to championing accessibility, diversity and equal opportunity. Requests for accommodation can be made at any stage of the recruitment process providing the applicant has met the Bona-fide requirements for the open position. Applicants need to make their requirements known when contacted.