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
New or Replacement Position: Replacement
Site: Princess Margaret Cancer Centre
Department: Supportive Care
Reports to: Physician
Salary Range: $28.42 to $42.62 per hour
Hours: 37.5 hours per week
Shifts: Days
Status: Permanent Full-Time
Closing Date: January 8, 2026

The Department of Supportive Care (DSC) is made up of three divisions - Psychosocial Oncology (PSO), Cancer Rehab & Survivorship, and Palliative Care. This position is to support the Department Head at the Princess Margaret Cancer Centre in all aspects of administrative support (calendar management; committee meeting coordination: terms of reference, membership list, agenda, minutes, decision log, action item log, etc.; travel arrangements, financial coordination: expense reimbursements, etc.; HR paperwork for Department Head’s direct reports: recruitment, onboarding, attendance, leaves of absence, offboarding, etc.; dissemination of communication from Department Head, etc.). This position is to also provide support for Department Head’s role as Division Head for Palliative Care, including support for recruitment, onboarding, and offboarding of physicians, in collaboration with UHN Medical Affairs; and administrative coordination of Palliative Care physicians’ practice plan, and monthly release of payments from Palliative Care physicians' practice plan to physicians, service providers, etc., in collaboration with practice plan accountant.

The ADMINISTRATIVE ASSISTANT III exercises considerable judgment and independence to provide complex secretarial and administrative support services to senior professional personnel, including: coordinating and maintaining written and/or electronic calendar/schedule for assigned personnel; utilizing advanced functions to provide word processing/typing services to facilitate the production of complex documents/materials; coordinating, organizing or planning meetings/events; providing direct and/or functional supervision for assigned personnel; monitoring and analyzing departmental budgets; ensuring efficient operation of the office; developing, organizing and maintaining electronic and paper information filing/retrieval methods, systems or formats; performing clerical support functions; performing cross-functional responsibilities, as required; performing other duties consistent with the job classification, as assigned. II.

DUTIES & RESPONSIBILITIES
1. Coordinates and maintains written and/or electronic calendar/schedule of assigned personnel, including: Coordinating, scheduling and confirming appointments and various other activities for senior professional personnel; utilizing considerable judgment and diplomacy to re-schedule or book appointments according to changing priorities; recording and/or deleting appointments and meetings, notifying appropriate personnel of changes, etc. in a timely manner; coordinating travel schedule, including liaising with appropriate parties to make airline, hotel and transportation reservations; maintaining of on-call schedules.

2. Utilizes advanced functions to provide word processing/typing services to facilitate the production of complex documents/materials, including: Importing files, graphs, statistical functions, macros and other relevant tools to prepare spreadsheets, correspondence, invoices, graphics, etc., incorporating virtual tours, reports, slides, table of contents, indexes and other documentation/materials, often of a confidential nature; compiling statistical, financial and other data to generate and prepare detailed spreadsheets, reports and other documentation; transcribing data from dicta-phone, hand-written copy, etc.; preparing and submitting funding applications for approval; preparing documents for academic appointment and promotion; writing letters of reference; maintaining curriculum vitae of assigned personnel in a current manner, as requested.

3. Coordinates, organizes or plans meetings/events, including: Drafting agenda; liaising with internal and external contacts; arranging meeting rooms, meals and other details; advising parties concerned of the meeting time and location; distributing the agenda to the appropriated people on a timely basis; ensuring attendees have appropriate materials to meet their agenda requirements; arranging for appropriate audio-visual and other equipment/materials; attending meetings, records and prepares minutes; following up and monitoring implementation of meeting decisions; coordinating continuing medical education activities and department social functions.

4. Provides direct and/or functional supervision for assigned personnel, including: Coordinating, delegating and/or reviewing work assignments of lower-classified secretarial and clerical position(s); providing staff with technical and procedural guidance and ongoing coaching; composing, interpreting and communicating appropriate policies and procedures, within scope of authority; identifying problematic situations and recommending alternative courses of action to resolve problems, within scope of authority; coordinating training, skills development and orientation of assigned staff; providing input into performance appraisals; participating in the hiring/disciplining and/or termination process.

5. Monitors and analyzes departmental budgets, including: Drafting cost centre budget(s) for approval; analyzing and monitoring business and other accounts, cost center budget expenses, disbursement and reimbursement forms; identifying variances and implementing remedial action, within scope of authority; liaising with appropriate personnel required to support other budget activities; initiating and preparing supporting documentation to meet audit requirements.

6. Ensures efficient operation of the office, including: Establishing, implementing and ensuring appropriate systems are in place to enable work activities to flow smoothly; maintaining record of same in Policy and Procedures Manual; requisitioning office and medical supplies; ensuring supplies are accessible to departmental personnel; ensuring office equipment and furniture are operational (i.e. photocopier, computer(s), etc.); coordinating preventative and corrective maintenance/repair schedules; adhering to and promoting departmental Quality Assurance standards; interpreting, communicating and ensuring compliance with established policies and procedures; trouble shooting for potential problems; initiating appropriate remedial action, within scope of authority to facilitate the resolution of problems.

7. Develops, organizes and maintains electronic and paper information filing/retrieval methods, systems, or formats, including: Identifying and establishing appropriate methods, systems or formats for storing, sorting and retrieving information, files and/or documents, to facilitate ease of information retrieval by users; organizing and updating information, files and/or documents on an on-going basis to ensure they are maintained in a current and accurate manner; indexing, archiving and purging information, files and/or documents, as necessary.

8. Performs clerical support functions, including: Assembling, photocopying, collating and distributing materials; opening, sorting and distributing incoming mail and other materials for assigned personnel; preparing outgoing materials to be mailed/couriered; sending and/or receiving facsimiles; processing financial transactions including completing cheque requisitions and other related activities; maintaining attendance records, as assigned; ensuring timesheets are completed and submitted in a timely and accurate manner.

9. Performs cross-functional and other duties consistent with the job classification, as assigned and/or requested.

10. 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.

ACCOUNTABILITY
Direct: Director level position, or designate.
Indirect: Department Head, or designate.

SUPERVISION/DIRECTION GIVEN
• Direct supervision provided to assigned personnel i.e., coordinating, delegating and/or reviewing assignments of lower-classified secretarial and clerical positions.
• Functional supervision and/or guidance provided to personnel, as required.
• Guides and influences the activities of others so that organizational goals are met and/or exceeded by others.
• Provides guidance and advice on administrative issues.
• Interprets and communicates appropriate policies, within scope of authority.
• Recommends alternative courses of action to resolve problems, within scope of authority

MAIN CONTACTS
Internal:
• Support Staff to provide technical and procedural guidance, interpret appropriate policies, etc.
• Management/Professional staff to schedule activities and to exchange information, etc. • Payroll/Finance personnel to confer on matters regarding timesheets, financial transactions, etc.
• Purchasing personnel to order office supplies, equipment, etc.
• Other Hospital personnel to provide/exchange relevant information.
External:
• General public, families/significant others, sales and business representatives to provide information, within scope of authority, to arrange meetings; etc.
• Travel agency personnel to make travel arrangements.
• Representatives of external agencies, organizations or governmental bodies to give and receive information, to order periodicals, etc.
• Personnel from other health care facilities, University of Toronto staff to exchange information.

Qualifications

Education:
• Completion of Grade XII or recognized equivalent required.
• Completion of a recognized medical or business post secondary secretarial arts program at the diploma level required. Experience: • Four (4) years related secretarial support experience required.
• Previous on-the-job computer/word-processing, database and spreadsheet software experience required; experience in a Microsoft Office environment preferred.
• Previous supervisory experience preferred.
• Experience working in a health care environment an asset.

Additional Skills/Abilities:
• Excellent organizational and time management skills required.
• Very good interpersonal and customer service skills required.
• Very good verbal and written communications skills required.
• Comprehensive knowledge of health care, organizational/office practices, procedures and standards required.
• Ability to produce high quality work in accordance with Hospital standards required.
• Ability to maintain confidentiality required.
• Ability to work well under pressure and use good judgment in assessing difficult situations required.
• 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.