Administrative Assistant II

About the Organization

University Health Network (UHN) is a major publicly funded hospital system in Canada and a leading research hospital worldwide. With 10 sites and more than 44,000 team members, it includes Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute, The Michener Institute of Education, and West Park Healthcare Centre. UHN is recognized for advanced biomedical research, complex care, education, and patient care, and is affiliated with the University of Toronto.

UHN’s purpose is to help create a healthier world, and that mission is driven by the people who work there.

Role Overview

This position is an Administrative Assistant II role supporting the multidisciplinary Wallace McCain Centre for Pancreatic Cancer at Princess Margaret Cancer Centre. The role contributes to patient-centred care by helping coordinate appointments, referrals, clinic operations, records, and documentation across the patient journey.

The successful candidate will work closely with physicians, allied health professionals, and the Clinical Service Manager to keep day-to-day clinic functions running smoothly while delivering professional, empathetic service to patients, families, and healthcare providers.

Key Duties

• Arrange new patient consultations and follow-up visits.
• Assist with referral review and coordinate incoming referrals across the multidisciplinary program.
• Book diagnostic tests, procedures, and laboratory work as needed.
• Collect, organize, and maintain medical records and clinical documents from both internal and external sources before and after clinic appointments.
• Keep records current in Epic, including transcription, order entry, and multidisciplinary case conference documentation.
• Monitor pending clinical information such as pathology reports, diagnostic results, and referral-related requirements.
• Update program databases, including REDCap, and complete accurate data entry in a timely manner.
• Organize meetings, prepare agendas, and record minutes when required.
• Support the Clinical Service Manager, physicians, and allied health staff with administrative tasks.
• Maintain the program website.
• Set up meetings for groups of 3 to 15 participants.
• Carry out other duties that align with the Medical Administrative Assistant II classification.

Qualifications and Experience

A community college diploma in Medical Office Administration, Office Administration, or an equivalent combination of education and experience is required. Candidates should bring two to three years of administrative experience, ideally within a hospital or academic healthcare setting.

Experience with patient scheduling, referrals, and clinical documentation is expected. It is an advantage to have supported patients across the full care pathway, from referral through treatment. Strong computer skills are needed, including Microsoft Office, Epic or another electronic medical record system, scheduling tools, and database applications. REDCap experience is considered an asset.

Applicants should understand medical terminology; oncology experience would be beneficial. The role also calls for excellent organization, communication, and customer service abilities, along with a calm, respectful approach to patient and family concerns. Strong attention to detail, the ability to balance competing priorities, and comfort working both independently and as part of a team are important.

A strong commitment to patient confidentiality and workplace safety, including compliance with the Occupational Health and Safety Act, is required. The role also demands consistently professional, sensitive, and high-quality service.

Working Conditions

This is a temporary full-time position running for 18 months. The role is based onsite at Princess Margaret Cancer Centre in Toronto, Ontario, Canada.

Standard hours are 37.5 per week, with weekday shifts from Monday to Friday. The posting notes a salary range of $25.56 to $31.95 per hour.

Additional Information

UHN offers a broad range of benefits, programs, and employee perks. These include competitive compensation packages, membership in the Healthcare of Ontario Pension Plan (HOOPP), easy access to transit and the UHN shuttle service, a flexible work environment, and opportunities for growth and promotion within a large organization. Additional perks may include corporate discounts covering travel, restaurants, parking, phone plans, auto insurance, and access to on-site gyms.

Current UHN employees must have completed probation, maintain a good employee record, and have satisfactory attendance under UHN’s attendance management program to be considered.

All applications must be received before the closing date. Selected candidates will be contacted by email, so regular email monitoring is required. Artificial intelligence tools may be used to support screening, assessment, and selection for this role.

A criminal record check may be required for the successful candidate. If any information provided is found to be misleading, inaccurate, or incorrect, UHN may end consideration of the application.

UHN is an equal opportunity employer committed to an inclusive hiring process and workplace. Accommodation requests can be made at any stage of recruitment, and applicants should communicate their needs.

Only candidates selected for further consideration will be contacted.

Posting Details

Union status: Non-Union. Vacancies: 1. This is a replacement position. Department: Medical Oncology and Hematology. Reporting line: Wallace McCain Pancreatic Cancer Centre – Clinical Service Manager.

Closing date: July 6, 2026.