Administrative Assistant

**Administrative Assistant**
- Department:_ Occupational Health
- Program:_ Human Resources
- Status:_ Temporary Full Time (12 months)
8 Hour Shifts, days Schedule (Subject to Change)
- Location:_ Oshawa
- Wage Schedule:_ $25.750 - $33.740 per hour
- File Number:_ 2500001518

Reporting to the Manager, Occupational Health and Abilities, this role supports the effective functioning of the Occupational Health, Abilities and Wellness team and its processes and programs, including Occupational Health, Abilities Management, and Wellness.

**DUTIES AND RESPONSIBILITIES**:

- Provide overall administrative support for day to day office operations and for the OH&W Managers
- Act as a primary initial contact for general inquiries (in person and phone)
- Prepares meeting agendas and takes accurate meeting minutes
- Answer and screen telephone calls and follow up as necessary
- Monitor inventory and order supplies for the team; in collaboration with the nursing team, organize, track and maintain clinic supplies
- Prepare documents and packages for meetings, presentations, and education sessions
- Process confidential documents/information including attendance reports.
- Document and fulfil requests for medical file information in accordance with policy and procedures
- Assist with ensuring the accuracy, completeness and integrity of the employee medical file
- Assist team with Employee Health Medical appointment preparation and related documentation
- Prepare requisitions, process invoices
- Assist with booking and arranging Independent Medical Evaluations (IMEs), Functional Abilities Evaluations (FAEs) and Physical Demands Analyses (PDAs) at the direction of the Director, Manager or Abilities Case Management Specialist
- Assist with Abilities Case Management Process including processing initial short term disability and WSIB claims.
- Completes biweekly Payroll Sick Leave Audit
- Act as the main resource for the development and maintenance of OHSW information on the Wave
- Act as preceptor (if applicable) to student placement participants
- Other duties as assigned

**QUALIFICATIONS**:

- Office Administration Diploma or equivalent combination of education and experience; degree in Human Resources, Health & Safety, or related discipline an asset
- Several years working experience, preferably in a health care setting; experience in Occupational Health, Safety, Abilities Management or Wellness an asset
- Experience in a disability management environment
- Strong and effective verbal and written communication and interpersonal skills;
- Effective organization and planning skills;
- Proven ability to assess inquiries and problems and to exercise good judgement in making the appropriate referrals and facilitate de-escalation and conflict resolution
- Demonstrated ability to work productively and independently with frequent interruptions;
- Demonstrated success in effectively prioritizing work assignments;
- Proven ability to manage multiple tasks simultaneously and be a self-starter;
- Attention to detail and accuracy
- Familiarity with pertinent legislation, union collective agreements, HOODIP plans, and corporate/departmental policies and procedures an asset
- Must have satisfactory performance record;
- Demonstrated commitment to our core values of Inclusion, Compassion, Innovation, Teamwork and Joy;
- Demonstrated understanding of and commitment to Lakeridge Health's comprehensive safety programs and practices including staff, patient and environmental safety and participation in regular in-services in this area;
**CONDITIONS OF EMPLOYMENT**:
The terms and conditions of employment are in accordance with Lakeridge Health's policies and procedures.

Lakeridge Health thanks all applicants, however, only those selected for an interview will be contacted.

Successful External applicants must provide a satisfactory Criminal Investigation Reference for the vulnerable sector, dated within the past six (6) months.

Accommodation will be provided in all parts of the recruitment and assessment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Applicants need to make their needs known in advance.