Administrative Assistant II, Medical - Orthopaedics Program

Union: Non-Union
Number of Vacancies: 1
Site: Toronto Western Hospital
Department: Schroeder Arthritis Institute
Work Model: On-Site
Reports to: Clinical Manager / Orthopaedic Surgeon  
Hours: 37.5 hours per week
Shifts: Weekdays, Monday - Friday
Status: Permanent Full Time
Closing Date: December 15, 2025

Position Summary
The Schroeder Arthritis Institute is the largest multidisciplinary arthritis hub in Canada, integrating medical, surgical and basic science aspects of Hand, Orthopaedics, Osteoporosis and Rheumatology with the goal of making a global impact in discovery, learning and patient care. The Orthopaedics Program within the Schroeder Arthritis Institute is a leader in developing and implementing innovative models of care. We are advancing integrated Arthritis Care for the future to improve patient and essential care partner experience and outcomes throughout their care journey.

The Administrative Assistant II must be able to work within a fast paced, high stress environment and utilize strong communication and organizational skills to perform high level administrative support and management. We are looking for an experienced candidate who takes initiative to problem solve and acquire knowledge about our program.

Duties

• Support the timely and efficient processing of incoming referrals, scheduling/rescheduling of patient appointments, responding to patients' general inquiries, cancelling patient appointments, and completing reminder communications.
• Complete administrative tasks that support data reporting requirements and a positive patient experience, meeting quality standards set out by UHN including registering patients, as needed, in UHN’s EPIC EMR (Electronic Medical Record) system
• Management of two surgeon offices ensuring smooth operations, surgical bookings and pre and post surgical patient management from an administrative perspective. 
• Schedule appointments and provide calendar management to the surgeons they support. 
• Complete appropriate documentation within their scope following patient consults with surgeons. 
• Provide backup/cross-coverage support as a member of an operational administrative team within the Division of Orthopaedics.

• Completion of Secondary School or recognized equivalent
• Completion of a recognized post-secondary office/medical administration program at the certificate level or equivalent
• Two (2) years minimum related administrative support experience, previous calendar management preferred
• Experience working with EPIC EMR for managing referrals, appointment scheduling, and standard clinical operations is preferred
• Experience working with financials and billing is an asset
• Previous on-the-job computer/word-processing in a Microsoft Office environment is preferred
• Experience working in a health care environment is an asset
• Fluency in a second language is considered an asset (e.g., French)
• Knowledge of medical terminology is an asset 
• Excellent organizational and time management skills
• Excellent interpersonal, verbal and written communication skills
• Able to operate effectively in an interdisciplinary team

Why join UHN?

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.

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.