Within the context of a patient, client and family centered model of care and, in accordance with the Mission, Vision and Values, and strategic directions of Providence Health Care, promotes a safe, respectful, and civil working environment for patients, residents, families, visitors and staff.

Reporting to the Manager, Disability Management (DM), the Assistant is responsible for supporting the Disability Management Program throughout Providence Health Care (PHC) and its agencies, divisions and services. The Assistant ensures confidentiality and security of employee health information, acting as an initial contact for employees with respect to the Disability Management programs, processing requests, incoming documentation and performing the necessary administrative duties associated with above. Refers urgent issues to the Disability Management Manager, Team Lead and/or designate and provides a variety of administrative support to the Disability Management team as directed by the Manager.

The Assistant, Disability Management coordinates the flow of information, ensuring accurate and timely delivery of administrative services and keeps DM team members apprised of relevant activities and/or issues. The position builds and maintains relationships with other Occupational Health and Safety team members, internal and external partners to ensure effective sharing of pertinent information, while maintaining confidentiality.

Graduation from a recognized administrative assistant/secretarial post-secondary program plus three (3) years of related administrative support experience or an equivalent combination of education, training and experience. Must have advanced Microsoft office application (word, PowerPoint, and excel), desktop publishing and database software skills. Ability to type a minimum of 60 wpm.

Knowledge of WHITE.net and Disability Management best practice an asset.

Skills and Abilities
• Exercises considerable judgment, tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature.

• Liaises in a professional and courteous manner with staff and other internal and external partners to gather and disseminate information.

• Communicates in a compelling, clear and understandable manner (both verbally and in writing) in order to understand needs and clearly explain processes.

• Applies excellent time management skills to prioritize and complete assignments in a manner that optimizes departmental effectiveness and contributes to organizational success.

• Practices care and thoroughness when maintaining, monitoring, calculating and summarizing data, records and budget information.

• Collaborates with peers to ensure administrative systems and processes are consistently followed and monitored for effectiveness and that gaps are addressed and resolved when identified.

• Employs expertise in the use of desktop computer applications to create a variety of documents and presentations.

1. Provides confidential administrative support to the Disability Management team, ensuring employee inquiries and administrative matters are addressed promptly and professionally with a supportive and responsive approach to employee needs.

2. Provides guidance and information to employees and managers regarding completion and submission of appropriate medical documentation for absence and return to work.

3. Processes LTD and WSBC letters, prepares and sends out LTD packages and ERS Referrals.

4. Monitors and actions EARL report and Medinfo Mailbox.

5. Prepares and processes EDMP related invoices and reports.

6. Reviews and actions correspondence, updating the necessary interested parties regarding on-going absence or return to work. Maintains up-to-date electronic records.

7. Inputs, compiles, collates and maintains statistical information and prepares related reports to assist in planning and decision-making.

8. Acts as a departmental resource for business system issues, IT systems and provides related training to DM team members.

9. Supports in the administrative on-boarding of new DM team members.

10. Produces well-designed and accurate reports, correspondence, presentation materials, spreadsheets and memos. Maintains and updates various DM related web pages.

11. Performs other duties as required.