Clerical Assistant I

Posting #: REF13013Q
Union: CUPE Clerical bargaining unit
Number of vacancies: 1
New or Replacement Position: New
Site: Toronto General Hospital
Department: Vascular Surgery
Reports to: Physician
Hours: 24 hours per week
Wage Range: $18.94 - $23.68 per hour
Shifts: Various
Status: Permanent Part-Time
Closing Date: October 7, 2026
Position Summary
We are seeking a reliable, personable, and highly organised part-time Medical and Academic Administrative Assistant to support a newly appointed vascular surgeon at Toronto General Hospital.
This is a Grade 1, part-time position, based on-site three days per week. Specific working hours can be discussed and agreed upon in person.
The successful candidate will play an important role in the day-to-day running of the clinical office and will act as a key point of contact and liaison between the surgeon, patients, and the wider clinical team.
A major component of the position will involve communicating with patients, responding to enquiries, coordinating appointments and investigations, and helping patients navigate their clinical care. The successful candidate will therefore need to be approachable, professional, compassionate, and comfortable communicating with patients and their families.
The role will also provide administrative support for the surgeon’s academic and research activities within UHN and the University of Toronto.
Duties
Acting as a key liaison between the surgeon and patients, providing a professional and approachable point of contact for the clinical office
Supporting the day-to-day organisation and efficient running of the vascular surgery clinical office
Communicating with patients regarding appointments, investigations, follow-up, and other administrative aspects of their care
Coordinating clinic appointments, investigations, referrals, and follow-up arrangements
Liaising with other physicians, clinical teams, hospital departments, and administrative staff
Managing correspondence, telephone calls, messages, and other day-to-day clinical administrative tasks
Maintaining accurate and organised clinical and administrative records
Preparing, formatting, and organising clinical and academic documents
Assisting with scheduling, meetings, deadlines, and follow-up tasks
Providing administrative support for research and academic projects, including manuscripts, presentations, and submissions
Maintaining spreadsheets, databases, electronic filing systems, and project records
Providing additional administrative and clerical support as required
High school diploma or equivalent education.
Strong written and verbal communication skills.
Excellent organisational skills and attention to detail.
Strong interpersonal skills and a professional, compassionate approach to communicating with patients and families.
Comfortable using standard computer applications, including email and Microsoft Office.
Ability to work independently, manage competing priorities, and maintain patient confidentiality.
Previous experience in a healthcare or administrative environment would be an asset but is not essential.
Previous experience with, or familiarity with, the Epic electronic health record system would be desirable but is not essential.
Essential skills
The successful candidate will be highly organised, dependable, and personable, with excellent attention to detail and strong written and verbal communication skills.
As the role involves frequent interaction with patients, excellent interpersonal and communication skills are particularly important. The successful candidate should be comfortable speaking with patients and families, managing enquiries sensitively and professionally, and communicating effectively with members of the wider healthcare team.
They should be comfortable using Microsoft Word, Excel, PowerPoint, email, and shared electronic documents, and able to handle confidential and sensitive information appropriately.
The ability to work independently, prioritise competing tasks, maintain an organised clinical office, and follow tasks through to completion will be particularly important.
Desirable experience
Previous experience in healthcare, medical administration, a hospital environment, university administration, or a similar professional setting would be advantageous but is not essential.
Previous experience using, or familiarity with, the Epic electronic health record system would be desirable but is not essential.
Experience with clinical scheduling, patient communication, academic administration, research support, or hospital and university systems would also be beneficial.

Employment type
Part-time

Work arrangement
No