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Administrative Assistant

4 months ago

St Catharines, Canada Bayshore HealthCare Full time

Job Description

Bayshore HealthCare is one of the country’s leading providers of home and community health care services and is a Canadian owned company. Bayshore HealthCare is proud to showcase its achievement as a Platinum member of Canada’s Best Managed Companies Program every year since 2006. In 2015, Bayshore achieved the designation for Best Practice Spotlight Organization from the Registered Nurses’ Association of Ontario. Bayshore Healthcare is also Canada’s Best Employers Forbes 2023 list. 

We are seeking a detail orientated, organized Administrative Assistant with excellent communication and customer service skills to join our Finance Request Management Team. Our Finance Request Management Team oversees all Pay Verification and Billing related questions from Employees and Clients coming into our Finance Shared Services Department. The Shared Services Department supports various lines of business and internal Finance Departments and processes field staff payroll verification (for over 6,000 field staff) and billing (to Provincial Health Authorities, Government Agencies, Private & Public Insurance). Main activities include resolving first level employee and client inquiries and/or issues, determining priority and escalating to second level as required through the use of our Service Now ticketing system. The Request Management team also supports issues that arise from a series of robotic process automation processing and coordinates internal and external communication plans. Other office duties as directed.

DUTIES AND RESPONSIBILITIES
• Answering phone calls from various clients and employees, logging information in ticketing system, triaging, and forwarding to appropriate 2nd level teams
• Email rule creation, Email flagging and routing, and developing key communication plans to be dispersed to key stakeholders
• Prepare reports, and exception data entry for WSIB billing portals, Pandemic Pay invoice creation, and other billing portal submissions as required
• Develop and maintain mailing lists and databases
• Arrange appointments & meetings, organize team events for the department
• Manage & track team attendance
• Assist in development of training materials, SOPs, and other documentation
• Manage incoming and outgoing mail and couriers
• Support activities related to new contract setups, and ongoing maintenance of existing contracts

Reports to: Finance Operations Manager
Direct Reports: None
Key Relationships: Bayshore Branches, Shared Service Managers, Team Leads, Pay/Bill Coordinators, Directors, all Finance stakeholders and departments, Employees and Clients

Job Qualification

TECHNICAL SKILLS

Minimum of 1-2 years of experience as Administrative Assistant or Finance Service Desk experience:
• Proficient MS Office tools including Office 365
• ServiceNow ticketing system experience an asset

SOFT SKILLS
• Flexible, with strong organization, and time management skills
• Strong communication skills (written and oral) and collaborative team player
• Self-motivated, pro-active, and a disciplined doer with high energy; ability to manage multiple tasks and work independently, ownership of work, and timely completion of duties

EDUCATION
• Minimum – Secondary School Diploma; completion of Administrative Assistant training program