Position: Unit Coordination Assistant (x1)

Dept: M Operating Room

Posting ID: 6920

Status: Temporary Full-time (Approx 12 months)

Role Level: Admin Clerical AC03 $24.90 to $31.09

Site: Mississauga Site

Hours of Work/Shift: All shifts: All shifts- Days, Evenings, Weekends

Posted: April 7, 2026

Internal Deadline: April 14, 2026

Trillium Health Partners is one of Canada’s largest community-based teaching hospitals, serving the growing and diverse populations of Mississauga, West Toronto, and surrounding communities through the Credit Valley Hospital, the Mississauga Hospital, the Queensway Health Centre, the Reactivation care Centre (Church Site) and the new THP-UHN Reactivation Care Centre. Guided by our values of compassion, excellence, and courage, and through our strategic roadmap, Plan to 2030 , we are creating a new kind of health care - defined not by illness, but by the health and well-being of people and communities.

The (Inpatient) Unit Coordination Assistant (UCA) provides clerical support for patient administrative services; information management; unit reception; ensures the clerical administration and operation of the unit; and performs other duties consistent with the job classification as required.

JOB DUTIES & RESPONSIBILITIES

Patient Administrative Services

• Coordinates and manages patient information, facilitates communication, and ensures a smooth flow of information for effective patient care;
• Updates patient demographics (e.g. add contacts and relationship);
• Navigates patient and family questions and feedback, escalates any concerns out of scope to appropriate personnel/management;
• Liaises with internal departments and external regional programs, healthcare facilities and partners to book/cancel tests, appointments, internal patient transfer, external patient transport/escort, follow up on missing results, etc., as required;
• Enters data including appointment requests and patient transfers;
• Notifies appropriate personnel of patient movement, when test results are ready to review, appointments and other patient information in a timely and accurate manner;
• Answers patient call bells, responding to inquiries within the scope of authority and contacting the most appropriate person to respond to the patient’s needs;
• Prepping paper chart for HIM after discharge;Compiling transfer paperwork for receiving hospital/facility.

Information Management

• Ensures patient charts are sent to Health Records with all accurate and required patient information;
• Updates WHIMS/MDS binders/information sheets as required;
• Whiteboard or other audits in patient rooms or on the unit, as required;
• Enters data into Critical Care Information System (CCIS).

Reception (Patient/People Engagement/Experience)

• Greets visitors, staff, professional staff, learners and volunteers, directing them to appropriate personnel and/or destination/room providing assistance as required;
• Greets and admits patients to the unit. May also perform unit patient registration function, confirming/validating patient demographic, insurance (including OHIP) and other required information as appropriate;
• Explains hospital policy and procedures to patients, visitors, staff, professional staff, learners and volunteers as necessary (including infection prevention and control);
• Answers the telephone and/or intercom, responding to inquiries within scope of authority or directing to most appropriate person.

Clerical Administration and Operation of the Unit

• Updates department “fan-out” list as required;
• Orders requisitions and maintains office/medical supplies. Counts and labels inventory as required;
• Ensures equipment and furniture are operational. Prepares work order requests for preventative and restorative maintenance/repair as required;
• Contacts environmental services for cleaning of equipment and/or unit as required;
• Processes routine financial transactions including unit supply/inventory purchase and charges for services/items not covered by patient’s healthcare plan;
• Liaises with Clinical/Team leader on changes to flow of patients and updates assignment sheets if needed;
• Attends and contributes to unit huddles;
• Completes unit checklists;
• Opens, sorts, and distributes incoming mail and other materials;
• Takes, prioritizes and relays messages for unit staff and/or patients. Locates unit staff, pages healthcare professionals as required;
• Places orders from Print Shop for any documentation needed on the unit.

Scheduling, Timekeeping & Payroll Support Specific Job Duties and Responsibilities

• Supporting staff and leadership with the scheduling and timekeeping system and finding the information required;
• Liaising with the assigned Scheduling Clerk(s) to ensure alignment between the unit and the Workforce Management Office (WMO) on staffing;
• Accessing schedule(s) for the unit as required to address inquiries by staff, leaders