Bilingual Administrative Assistant

**ABOUT THE ROLE**
Reporting to the Program Manager, the Bilingual Administrative Assistant is responsible for managing many aspects of the Program, working with the case managers and helping with data entry and data integrity. The administrative assistant facilitates exceptional customer service by assisting with program requirements.

**_Must be fluently bilingual in English and French_**.

**A DAY IN THE LIFE**
- Respond to callers looking for information about the program as needed
- Coordinates and arranges various travel for internal staff
- Arranges and orders food for various client and team meetings
- Coordinates ordering of all new IT equipment for staff including delivery and tracking of all distribution of equipment
- Setting of meeting agendas, editing of those agendas, attending meetings and taking minutes, along with distribution of those minutes
- Collaborate with employees across the organization to ensure data needs are met, including troubleshooting
- Provide project coordination and support to PSS with onboarding of new drug or portfolio implementations.
- Understand callers needs and provide direction as to the appropriate Bayshore offering
- Providing effective and efficient service over the telephone
- Assist with production of daily reports as required
- Support outbound calls and inbound calls when applicable
- Provide information to patients, prescribers and other HCPs as needed concerning the status of Reimbursements, billing, enrollment status, visit scheduling or any other information necessary concerning their Bayshore Services
- Assist with administrative duties
- Support internal/external audit process
- Escalate calls as necessary based on defined process
- Manage flow of information
- Administer and adhere to case-management protocols, data collection, on-going patient follow-up, compliance, therapy disruption/discontinuation monitoring, adverse event reporting and liaison with primary healthcare providers;
- Attend and participate in any partnership meeting (between manufacturer and Bayshore - when needed);
- Attend internal cross-functional meetings as required on program key performance metrics with a view to continuous improvement, overall satisfaction of the program and to continuously educate cross-functional partners on the needs of assigned customers;
- Provide clear communication and updates to the leadership team and immediately escalate any issues regarding the management of patient cases;
- Employee will maintain relevant level of knowledge of ICH (International Conference on Harmonization), GCP (Good Clinical Practice) and Health Canada GVP (Good Pharmacovigilance Practices) guidelines appropriate to their hired role which is to be provided at time of hire and annually. With this knowledge the employee will perform the work as required by their assigned function and will be provided with regular updates as required.
- Must be able to identify and report AE’s to health Canada, Med Info and enter into source system and third party systems.
- Participate in processes relating to regulatory reporting requirements
- Intake and scheduling responsibilities
- All billing requirements, both private pay and PSP related
- Adhere to Bayshore Policies and Procedures
- Maintains confidentiality of client and corporate information and discusses same only with appropriate Bayshore personnel
- Other duties as assigned.

Job Qualification

**WHAT YOU BRING TO THE TEAM**
**_Education_**:

- Post-Secondary education

**_Experience_**:

- Minimum of 1 year related experience in office administration
- Minimum of 2 years in customer service

**_Other Skills and Abilities_**:

- Fluently bilingual in English and French is required
- Excellent verbal and written communication skills in both English and French
- Experience working with Relational Databases (e.g. Customer Record Management systems)
- Exceptional interpersonal skills
- Proven ability to work independently or in a team environment,
- Advanced communication skills both written and oral.
- Providing excellent customer service internally as well as externally
- Conflict resolution - mitigation capabilities
- Strong sense of organization and attention to detail
- Self-regulation of time management and the ability to multi-task and adhere to deadlines
- Self-starter attitude and proven ability to take initiative
- Bayshore is committed to a high quality and safe environment for both our staff and clients/patients. At Bayshore all new hires must have received the full series of a COVID-19 vaccine or combination of COVID-19 vaccines approved by Health Canada (e.g., two doses of a two dose vaccine series or one dose of a single
- dose vaccine series); AND have received the final dose of the COVID-19 vaccine at least 14 days prior to the official start date of hire. Medical exemptions or any other kinds of requested exemptions based upon Human Rights Code will be considered on a case-by-case basis._