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

Union: Non-Union
Number of vacancies: 1
Site: Toronto Rehab - University Centre
Department: Musculoskeletal Program
Reports to: Manager
Hours: 37.5 per week
Shifts: 5 shifts per week
Status: Permanent Full-Time
Closing Date: September 23, 2025

In this role, you will provide high-level administrative support to the Medical Director of the Multisystem, MSK & Geriatric Rehab Programs, as well as contribute to the effective functioning of the programs as a whole.

Key Responsibilities

• Coordinate and manage a complex electronic calendar and clinical/administrative schedule for the Medical Director.
• Support outpatient clinic workflow, including OHIP billing submissions, managing physician unavailable time, and monitoring faxes for prescription requests.
• Organize and provide administrative support for program-level and corporate medical meetings, including agenda preparation, minute-taking, and follow-up on action items.
• Maintain and update the Medical Director’s CV and academic portfolio.
• Prepare, reconcile, and submit invoices and expenses through hospital finance systems.
• Provide support for academic and scholarly work, including editing, formatting, and assembling presentations, manuscripts, and other documents.
• Liaise with physicians, hospital leadership, and their administrative assistants to coordinate program and corporate meetings, events, and functions.
• Exercise sound judgment and a high degree of independence in providing complex administrative support to both the Medical Director and the broader program team.
• Track and support program initiatives, projects, and deliverables, ensuring timelines and requirements are met.
• Support recruitment and onboarding processes for physicians and administrative staff as required.
• Assist with the preparation of reports, briefing notes, and presentations for hospital committees and external stakeholders.
• Serve as the first point of contact for the Medical Director’s office, ensuring professional communication with internal and external partners.

Qualifications

• Completion of Grade XII or recognized equivalent
• Completion of a recognized medical office or business administration program at the diploma level
• Three (3) years related secretarial support experience
• Previous on-the-job computer/word-processing, database and spreadsheet software experience; experience in a Microsoft Office environment
• Experience working in a health care environment an asset.
• Excellent organizational and time management skills
• Very good interpersonal and customer service skills
• Very good verbal and written communications skills
• Comprehensive knowledge of health care, organizational/office practices, procedures and standards
• Ability to produce high quality work in accordance with Hospital standards
• Ability to maintain confidentiality
• Ability to work well under pressure and use good judgment in assessing difficult situations
• Knowledge of medical terminology an asset.

Additional Information

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.