Program Assistant - Inpatient Brain Program

Company Description

UHN is Canada’s No. 1 hospital and the world’s No. 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 is only because of the talented and dedicated people who work here that we are continually bringing that vision closer to reality.

Job Description
Union: Non-Union

Site: Toronto Rehab

Department: Acquired Brain Injury Program, 10 South

Work Model: On-Site

Reports to: Manager, Inpatient ABI Program Services

Grade: A0:06

Hours: 35 hours per week

Salary: $24.82 - $31.02 per hour

Shifts: Days

Status: Permanent Full Time

Closing Date: April 18, 2025

Position Summary
A leader in adult rehabilitation and complex continuing care, the Toronto Rehabilitation Institute brings together innovative patient care, groundbreaking research and diverse education to help people overcome or recover from disabling injury, illness or age-related conditions.

Duties and Responsibilities
The Program Assistant communicates effectively with patients, the different areas within the Hospital and external agencies as required. Principal responsibilities include:

• Performing reception duties and responding to a variety of inquiries within Toronto Rehab, external agencies and the community
• Typing, filing, photocopying, faxing, ordering and maintaining office supplies
• Ensuring admission/discharges/transfers are input into the ADT system on the same day as occurrence
• Filing of appropriate information into patient’s health record as per protocol
• Ensuring charts and contents are in good order
• Booking and coordinating accurately and efficiently patient’s appointments
• Compiling and entering program service statistics and data
• Maintaining an accurate and confidential filing system
• Preparing reports including letters, memos, agendas, meeting minutes
• Organizing room bookings, conference/meeting requests and catering
• Tracking and submitting payroll accurately
• Scheduling staff duties as assigned
• Providing administrative support to Manager(s) as needed
• Providing coverage and assistance to other program administrative positions as required
• Understanding of, compliance with, and commitment to, patient safety responsibilities and corresponding hospital plans, policies and procedures in order to ensure a safe environment for patients.

Qualifications

• Community College with recognized Office Management Certificate or equivalent, Basic Accounting and Medical Terminology
• Excellent computer skills: MS Word, Excel, PowerPoint, Outlook, Calendar
• Working knowledge of telephone system, photocopier, fax machine, printer and various other office equipment; working knowledge of PC backup procedures
• Excellent time management and organizational skills; ability to work under pressure, effectively prioritize workload and manage competing priorities
• Strong customer service orientation
• Excellent verbal, written and interpersonal communication skills
• Ability to function well independently and in a professional manner
• Demonstrated ability to maintain confidentiality
• Detail oriented, dependable, mature and flexible, with initiative and capacity to handle a variety of complex tasks simultaneously
• Willingness to implement new initiatives as required
• Excellent attendance history
• Must be proficient in English

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.