Administrative Assistant - Palliative Care Service - Regular Full-Time 2025-15210

Summary of Duties:

The Palliative Care Consult Team (PCCT) consists of a passionate group of physicians and APNs who support patients/families with life limiting illnesses across acute and outpatient areas and their care teams. The Administrative Assistant plays a key role in coordinating and supporting the clinical, academic and research functions of the team. We are seeking a dynamic, flexible, innovative and highly client centered individual who can support the team in the following and other key areas:

Administrative Support:

• Coordinate /provide general administrative support to all PCCT members as required
• Coordinate administrative support for all PCCT-related academic endeavors (e.g. research projects, curriculum design, activities within the Division of Palliative Care) 
• Coordinate and schedule PCCT meetings, create agendas and record minutes
• Provide assistance to the PCCT Secretary in the coordination of meetings, events and conferences
• Provide support for telemedicine and videoconference registration and tech support
• Create and maintain team schedule, track vacation and conference days, ensure team lead is assigned

Partnerships:

• Liaise with University of Toronto’s Division of Palliative Care regarding faculty appointment/maintenance issues and regarding support and connectivity for PCCT to U of T activities
• Serve as primary liaison with education coordinators with partnered programs

Customer Service:

• Respond to enquiries/requests for information from a wide range of staff, students and patient/families and external organizations
• Confirm clinic appointments of new patients and provide details of location and what to bring
• Initiate proper handling of patient/family questions or concerns to appropriate team members
• Maintain a high level of sensitivity, discretion and a client centred approach with patients and families who are dealing with highly emotional issues.
• Answer telephone providing information, prioritizing detailed messages and relaying information or redirecting calls as appropriate

Data Management:

• Maintain and optimize the PCCT Database  Create and maintain database/billing audit processes
• Extract and submit billings to CABMD Software and non-OHIP vendors, follow-up on rejected claims
• Build OHIP reconciliation reports and billing invoices for PCCT members
• Register new PCCT members to Sunnybrook and Toronto Palliative Care Association
• Prepare and monitor staff payroll/time sheet submissions, vacation requests/responses

Qualifications / Skills:

• Completion of a relevant post-secondary Executive Assistant/Office Management Program and/or equivalent appropriate work experience required
• Minimum 2 years of experience in an administrative or executive assistant role (ideally in healthcare) is required
• Superior time-management, organizational skills, accuracy and attention to detail
•  Demonstrated advanced working knowledge of Microsoft software (Access, Word, Excel, Outlook, Power Point), and other office technology required
• Demonstrated ability to problem solve and work independently
•  Demonstrated excellent written and verbal communication skills
• Demonstrated ability to take initiative and act independently using sound judgment as well as accept direction in a team environment
• Ability to balance multiple work demands, including time sensitive requests, in a fast-paced environment with frequently changing priorities
• Must type minimum of 50 words per minute
• Demonstrated tact, discretion and good judgement in dealing with sensitive and confidential issues/files
• Demonstrated satisfactory performance and attendance record
• Knowledge of payroll and scheduling requirements with proficiency in electronic time sheets
• Strong interpersonal skills with a focus on ensuring friendly and professional communications with staff, patients and caregivers.