Job Summary:

In accordance with the Mission, Vision and Values, and strategic directions of PHSA safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA’s Agencies/Divisions/Services, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

Reporting to the Manager of Workplace Health, the Workplace Health Assistant provides administrative and secretarial support to the Workplace Health team and assists with the activities of the Disability Management program and services. The Assistant, triages information of a sensitive and confidential nature, coordinates the flow of information, ensuring accurate and timely delivery of administrative services. Interacts with senior leaders, managers/directors and employees across the organization as well as external stakeholders to convey information and professionally represent the interests of the program and services, using strong communication skills. Works independently, exercises initiative, problem solves and makes decisions that affect the accuracy and reliability of further processes or services in the organization.

Duties/Accountabilities:

• Monitors the disability management general mailbox and acts as a resource for internal and external inquiries to Workplace Health for information and/or assistance; refers to appropriate workplace health team member, as necessary.

• Maintains and uploads information for referred employees to the WHITE database; refers files to the appropriate Workplace health team member for case management; ensures the accurate maintenance of the WHITE database.

• Oversees the generation of bi-weekly reports of employees coded as paid or unpaid sick, WCB pending and paid and unpaid STIIP; refers to the appropriate Workplace Health team member for triage and case management.

• Sorts and distributes incoming and outgoing mail and faxes, prepares LTD information for submission to insurance provider; files relevant documents in the WHITE database systems and advises appropriate Workplace Health team member.

• Schedules and coordinates meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compilation of background information and supporting materials and preparation of packages/summary documents to assist in decision making and meeting facilitation, accurate notation of minutes; accurately records minutes and maintains and uploads minutes and agendas on team site.

• Collaborates with the Manager of Workplace Health to prepare marketing materials; coordinates education sessions and presentations; maintains current Disability Management program content on the team SharePoint site and the POD.

• Prepares and maintains timekeeping records for the Workplace Health team.

• Performs a variety of administrative duties such as preparing correspondence, reports, policies/procedures, minutes, charts and graphs using various software application programs.

Qualifications:

Grade 12, plus graduation from a recognized assistant or secretarial program supplemented with (2) years’ recent, related experience and training in injury/illness claims management; or an equivalent combination of education, training and experience.

Knowledge of claims and case management, human resource practices and relevant collective agreements. Thorough knowledge of office methods and procedures. Demonstrated ability to effectively deal with staff, third party providers and the general public. Demonstrated ability to work both independently and collaboratively, resolve administrative issues and problems; prioritize workload, and to be flexible to meet and adapt to changes in organization priorities. Demonstrated ability to use Microsoft Office applications, including work processing, spreadsheet and presentation software, at an advanced level. Demonstrated organizational skills and to work well under time pressures to meet deadlines. Demonstrated ability to communicate effectively both verbally and in writing, including the ability to respond professionally, courteously, and in a clear manner. Demonstrated interpersonal and time management skills. Demonstrated ability to record and transcribe minutes of meetings. Ability to type 40 w.p.m