Union: CUPE - TW

Number of vacancies: 1

New or Replacement Position: Replacement

Site: Toronto Western Hospital - Family Health Team

Department: Family Health Team (Bathurst Sit

Reports to: Clinic Manager

Hours: 30 hours per week

Wage Range: $29.45to $30.36 per hour. Start rate non-negotiable.

Shifts: Varied Shifts as required; Monday-Friday (08:00-16:00, 08:30-16:30, :00, 12:00-20:00); Saturday 08:30-16:30

Status: Permanent Part-Time

Closing Date: August 26, 2026

Position Summary

The Secretary is a member of the inter-professional care team at UHN Toronto Western Family Health Team (Bathurst Site) and is expected to be a highly organized and detailed orientated individual by ensuring smooth office operations and excellent patient experience. The Secretary role involves a combination of administrative, scheduling, and patient-facing responsibilities including appointment coordination, reception duties, financial transaction, and records management.

Duties

- Greet patients in person, assist with registration, and direct them to the kiosk for self-check-in.
- Oversee CHIME wayfinding system for scheduling and patient flow.
- Schedule and modify patient appointments as needed.
- Coordinate clinician schedules.
- Arrange transportation for patients when required
- Generate invoices and process patient payments.
- Provide and collect signed roster forms from patients at check-in.
- Answer phone calls using a call centre system and manage voicemails in a timely manner.
- Respond to PSS messages and address patient inquiries.
- Monitor and process OCEAN documents.
- Perform clinic closing duties, including charging iPads, securing doors, and tidying work areas.
- Process patient referrals when required
- Process incoming faxes and scanning of documents when required




- Work in compliance of the Occupational Health & Safety Act an its regulations; reporting hazards, deficiencies and contraventions of the Act in a timely manner
- Perform cross-functional duties with the job classification as assigned and or required including acting as back up for staff during staff absences and breaks.

Requirements

- At minimum completion of post-secondary certificate up to 1 year in a General/ Medical Office Administration program or recognized equivalent required.
- At minimum 1 year experience working in a primary care setting within a hospital setting required.
- Up to 6 months to 1 year of demonstrated experience using Microsoft Office applications and specialized medical platforms such as TELUS PSS Suite, CHIME, Ocean, and EPIC required.
- Experience using a call-centre system to manage high volumes of phone calls an asset.
- Good verbal and written communication skills required.
- Proficiency in spoken and written English for effective communication required.
- Good interpersonal and customer service skills required.
- Good time management and organizational skills required.
- Ability to produce high quality work in accordance with hospital standards required.
- Ability to exercise initiative and good judgement required.
- Ability to comply with confidentiality requirements required.
- Knowledge of general office practices, procedures and standards required.




- Familiarity with medical terminology preferred.
- Proficiency in scheduling and task coordination in a healthcare setting preferred.
- Strong problem-solving abilities and attention to detail.
- Ability to handle difficult patient interactions and challenging situations with professionalism.
- Client service oriented, with the ability to effectively work with diversity and appreciate that people with different opinions, backgrounds and characteristics bring richness to the challenge or situation at hand.
- Ability to perform duties in a professional and courteous manner, producing high-quality work while meeting deadlines in accordance with UHN standards.
- Ability to work effectively in a team environment.

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 perks, 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
- 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.

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📌 Secretary (Part-Time) - Family Health Team (Toronto)
🏢 Universityhealthnetwork
📍 Toronto