Title:  Administrative Assistant, Return to Work

Summary of Duties:

Reporting to the Manager, Health, Safety and Wellness, the Administrative Assistant coordinates City of London Workplace Safety Insurance Board claims (WSIB), employee incident and injury reports and employee confidential records as it relates to disability claims and attendance management for all unionized and management groups. This position is responsible for compiling and providing data and reports and works as a liaison with external claims, insurance, and health care providers to assist Return-to-Work Specialists.

Work Performed:

• Provide a wide variety of confidential administrative, customer service and clerical duties in the areas of disability management, attendance management, wellness and health and safety.
• Prepare, monitor, process and liaise with WSIB and insurance companies related to disability claims, medical documentation and appeals related to affected employees.  
• Organize and schedule medical surveillance programs and protocols, audiometric testing clinics and schedules, all individual medical appointments pertaining to Ministry of Transportation of Ontario medicals required for the organization’s DZ and AZ drivers. 
• Review and verify WSIB claim details to meet WSIB legislative requirements. 
• Assist in gathering data and initial WSIB appeal paperwork.    
• Coordinate, process, reconcile and prepare Parkland Software Program reports and file WSIB month-end financials. Provide all weekly WSIB reports including financial documentation to Finance Supports and Risk Management. 
• Liaise with Managers and Supervisors to prepare financial audits and waivers on a weekly/monthly basis for insurance STD/LTD/WSIB rehab payments.
• Work collaboratively with employees, managers, health care providers and other related parties in assisting with developing, implementing, and monitoring return to work plans and coordinate medical documentation.
• Coordinate and arrange training and counselling support for the Employee Assistance Program for work areas as required. 
• Monitor, identify and prepare reports for OMERS waiver of premiums and perform regular audits for OMERS and Life and Accidental Death Waivers entitlements.
• Initiate occupational illness report required by the Ministry of Labour, Immigration, Training and Skills Development upon receipt of claim notification from WSIB and/or the employee or retiree to ensure a timely response by the Health and Safety Advisor. 
• Maintain related statistical files including inputting data into the Parklane Software program, preparing claim report data, and gathering WSIB statistics for the Joint Health and Safety committee and prepare related reports. 
• Recommend related budget needs to the Manager, Health and Safety and Wellness. Process all invoices and prepare various budgetary forms and financial documents. 
• Collect research and provide wellness information for monthly corporate publication as required. 

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• Receive and respond to general inquiries, meet and direct visitors, receive and respond to inquiries and direct appropriately to team members.   Schedule meetings as requested by the Manager or Return to Work Specialists. 
• Prepare monthly agendas, take minutes, and distribute appropriately. Type correspondence and complete general forms.  Process, maintain, distribute, file, scan, and record all incoming mail and correspondence related to disability claims.
• Demonstrate commitment to anti-racism, anti-oppression, and human rights through practices and interactions with community partners, employees and individuals and support programs and initiatives that reflect this commitment. 
• Demonstrate commitment and adherence to Health and Safety legislation and programs; actively promote a culture of safety.
• Contribute to the identification and recommendation of policies, procedures and practices that support programs and services provided by the Health and Safety Team; May include the collection of data and information in support of projects, improvements to the Parklane system, procedures, and customer service.
• Provide support within the unit for work across Divisions and Service Areas as part of enterprise-wide collaboration to assist with timecard entry and coordinate pre and post -employment medicals for Fire employees.
• Liaise and coordinate with internal and external groups to maintain communication in support of the collaborative development, implementation and monitoring of initiatives promoting employee health and the attendance management program. 
• Maintain knowledge of applicable legislation, collective agreements, and procedures and provide information, advice, and interpretation to manager/supervisor/employee regarding same with regard to return to work and WSIB.
• Respond to authorized requests for release of employee information.
• Provide back-up to other People Services support staff as required.
• Operate standard office equipment.
• Perform related duties as assigned.

Qualifications:

• Completion of two-year Community College diploma in office administration-executive or equivalent and two years of administrative experience in a related discipline or equivalent combination of education and related professional and lived community experience.
• Human Resources Management Certificate preferred.

Skills and Abilities:

• Demonstrated knowledge and experience in disability management, attendance management, wellness and health and safety with an understanding of the Unit’s programs and services. 
• Demonstrated effective interpersonal and customer services skills, including conflict resolution and problem solving 
• Demonstrated ability to be an effective team member and contribute to programs and services provided by the team.
• Effective verbal and written communication skills to prepare documents, reports, briefing materials, and responses to internal and external inquiries.
• Demonstrated ability to effectively communicate with diverse populations within the community.
• Ability to provide a high level of attention to detail. 
• Ability to understand the importance of service delivery; contribute to the implementation of initiatives that support the section’s customers in a timely and effective way.
• Strong organizational skills including but not limited to planning, prioritizing, time management and the ability to multi-task.
• Proficient with various software programs including Microsoft Office and HRIS/Payroll systems.

Compensation & Other Information:

$58, 770 - $76, 401

This posting is for one (1) temporary, full-time, up to 16 months position. 

Current Hours of Work: Monday - Friday from 8:30 a.m. to 4:30 p.m. 

Work Arrangement: Hybrid

Work hours and work arrangement are subject to change in accordance with business requirements.

Police Record Check

The successful candidate will be required to complete a Criminal Record Check (CRC).