Whss Administrator

To provide high quality customer service, coordination and program administration to support the planning, delivery and implementation of Workplace Health and Safety Services’ programs and other services. The position is responsible for supporting the divisional management team, the division’s program staff in the administration of programs and services. The position has a liaison function with prospective program participant including members of the public and stakeholders.

**Major Duties & Responsibilities**

1. Liaising with stakeholders participating or inquiring about WHSS programs
- Responding to specific and general inquiries by providing information on programs, program-specific staff contacts, schedules, deadlines, and eligibility requirements
- Review documentation, contacting program participants to clarify information in order to proceed with registration
- Preparing and sending out invitations to program participants and continually engaging them in the event of changes or cancellations
- Creating and mailing out of welcome, congratulation and SOSE letters to members joining and successfully completing the program

2. Liaising with WHSS program management team, consultants/validators by:

- Provide program management support to divisional consultants and validators through the scheduling and management of their calendars and program delivery logistics. This includes preparing and providing consultants with program participant attendance details, and other session details. In addition, this includes a coordination and assessment between sessions that considers effective use of resources, time and health and safety of divisional staff.
- Ensuring readiness of all sessions/programs; including general information, confirmations, reminders and attendance list are settled in a timely manner.
- Create quarterly webinar schedules; Manage and assist with the cancelling and rescheduling of information sessions, as required.
- Supporting the preparation of registration materials and educational packages where required, including the compilation and distribution.
- Referring complex inquiries to program managers/validators/consultants as required

3. Liaising effectively with organizations to book venues for program delivery.
- Identifying and securing training facilities for WHSS programs
- Ensuring program sessions are booked, rescheduled and cancelled in a fiscally responsible manner in accordance with program allocations, budgets and in accordance with financial directives/policies
- Ensuring WHSS has obtained the appropriate insurance and facilities are appropriate for program delivery
- Responsible for the timely payment of invoices in accordance with Procurement policies and expense records are retained, filed and stored.

4. Providing effective and efficient administrative support to the Workplace Health and Safety Services Division through:

- Identifying and suggesting improvements to administrative processes and procedures
- Creating and maintaining of administrative processes manual
- Processing invoices in accordance with Procurement policies and procedures
- Sourcing and booking of meeting rooms for team meetings at Simcoe Place or other locations
- Responding to inquiries from Procurement on expenditures
- Maintaining file management of divisional records and tracking sheets; and financial information
- Updating telephone lists

5. Create and maintain reports on branch key performance indicators
- Create and maintain reports such as Conversion Rate Report, Validation Summary, Validator Quality Check to track branch key performance indicators such as service standards turnaround times and schedule adherence

6. Perform other related duties as assigned

**Job Requirements**

Education
- High school completion plus additional specialized courses or certificate program up to one year in office administration.

Experience
- Three years prior experience in office administration.

**Our commitment to equity, diversity and inclusion**

We respect and value the diversity of our people. We strive to create an environment where employees can be themselves and where our differences are celebrated.

Please visit our EDI Homepage to learn more about what actions WSIB are taking to advance our commitment to equity, diversity and inclusion and to support all employees participating and contributing to their full potential

**Disclosing conflicts of interest**

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