Administrative Assistant

Job summary

The Administrative Assistant supports Case Managers with daily activities, data entry, and file management while ensuring data integrity. They also handle scheduling, inbound/outbound calls, and assist with regulatory reporting and contract coordination.

Job details

JOB SUMMARY The Administrative Assistant, under the direction of the Program Manager, assists Case Managers with their day-to-day activities, as well assists throughout other areas of the program such as data requests, as needed. DUTIES AND RESPONSIBILITIES Assisting with the Financial Assistance process, including tasks such as uploading receipts, logging cheque information, and completing cheque requisitions. Dealing with scheduling inquiries and appointment reminders. Participating in data integrity/file cleanup projects. Generating welcome letters and kit requests for new patients, if applicable. Cross functional collaboration with internal departments. When analyzing post visit reports, confirming if there’s a next appointment booked. Perform data-entry, answer inbound calls, make outbound calls, manage e-mail and fax software, general administrative functions including faxing and filing. Helping with meeting minutes and agendas. Participating in processes relating to regulatory reporting requirements including reporting of adverse events and product complaints to pharmacovigilance team. Adhering to Bayshore policies and procedures. Maintaining confidentiality of client and corporate information and discussing same only with appropriate Bayshore personnel. Completing other administrative tasks to support the team, as required. Track specific data and information for pharmaceutical companies as required in CRM. Assist with conducting Vendor Qualification audits, if applicable. Act as the key stakeholders for contract agreement between Bayshore Specialty Rx and third-party clinics or pharmacies, if applicable. Track and coordinates schedule with third party clinics (or pharmacies), if applicable. Participate in quality activities and continuous improvement initiatives in keeping with the company's Quality Management System. Participate in proactive Health & Safety activities while performing all duties. Is responsible to notify immediate Supervisor of any Health & Safety risks or concerns. Maintain confidentiality of client and corporate information and discusses same only with appropriate Bayshore personnel. Participate in ongoing internal and/or external continuing education activities. Complete any other tasks as requested QUALIFICATIONS College diploma in administration, or equivalent experience. Must be fluent in verbal and written communication and interpersonal skills for both English and French. Basic understanding of patient support programs and drug reimbursement is an asset. Call centre or customer service experience is an asset. Strong computer and software skills: Excel, Word, Outlook, Adobe Acrobat, CRM database entry, telephony, web portals, teleconference scheduling, and web-based meetings. Proven ability to work independently or in a team environment. Strong sense of organization and attention to detail. Self-regulation of time management and the ability to multi-task and adhere to deadlines. Ability to work in a quiet working environment with proven ability to work autonomously within a remote/virtual team environment. Established high speed internet access from home office. At Bayshore Healthcare, our commitment to Equity, Diversity & Inclusion is our strength. This is how we bring our vision of being the difference in the lives of those we care for, work with and in our communities. We have a great sense of pride in creating a culture of belonging, where individual differences are embraced and celebrated, through programs, resources and policies that support each individual's purpose, potential and wellbeing. At Bayshore Healthcare Ltd., and its subsidiaries, we are committed to fostering an inclusive workplace and operate in full compliance with all Provincial and Territorial legislation pertaining to Human Rights Codes and Accessibility requirements. To ensure continued compliance throughout the recruitment and selection process, we encourage candidates to disclose any accommodation needs they may have.

What you’ll do

The Administrative Assistant supports Case Managers with daily activities, data entry, and file management while ensuring data integrity. They also handle scheduling, inbound/outbound calls, and assist with regulatory reporting and contract coordination.

Requirements

Candidates must possess a college diploma in administration or equivalent experience and be fluent in both English and French. Strong proficiency in Microsoft Office, CRM software, and excellent organizational skills are required for this remote-capable role.

Benefits

• Health and safety programs
• Continuing education opportunities
• Inclusive workplace culture

Listed skills

• Time management · Preferred
• Customer service · Preferred
• Administrative Support · Preferred
• interpersonal skills · Preferred
• Attention to detail · Preferred
• Microsoft Excel · Preferred
• Data entry · Preferred
• Microsoft Word · Preferred
• Communication Skills · Preferred
• scheduling · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Data entry
• Customer service
• Administrative support
• Scheduling
• Microsoft Excel
• Microsoft Word
• Microsoft Outlook
• Adobe Acrobat
• CRM database management
• Telephony
• Time management
• Attention to detail
• Communication skills
• Interpersonal skills
• Regulatory reporting
• File management
• Outbound Calls
• Inbound Calls
• Self-Regulation
• Cross-Functional Collaboration
• Financial Assistance
• Workplace Inclusivity
• Bilingual (French/English)
• Administrative Functions
• Quality Management Systems
• Auditing
• Customer Relationship Management
• Customer Service
• Confidentiality
• Continuous Improvement Process
• Data Entry
• Data Integrity
• Pharmacovigilance
• Virtual Teams
• Web Portals
• Interpersonal Communications
• Taking Meeting Minutes
• Multitasking
• Pharmaceuticals
• Program Management
• Time Management
• Writing
• Filing
• Detail Oriented

Job areas

• Administrative
• Healthcare
• Customer Service & Support
• Data & Analytics
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

More jobs from Bayshore HealthCare