Administrative Assistant

Bayshore HealthCare; Mississauga; On-site; CAD 42,000 - 54,000; Full time

Job summary

Bayshore HealthCare is seeking an Administrative Assistant to support Case Managers with day-to-day activities and data requests. The role includes scheduling inquiries, data integrity, and preparing welcome letters for new patients.

Ideal candidates will have a college diploma in administration, be bilingual in English and French, and possess strong computer skills including Excel, Word, Outlook, and CRM data entry.

Qualifications

• College diploma in administration or equivalent experience.
• Fluent in verbal and written English and French.
• Strong computer skills: Excel, Word, Outlook, Adobe Acrobat, CRM, telephony, web portals and scheduling tools.

Responsibilities

• Assist Case Managers with day-to-day activities and data requests.
• Handle scheduling inquiries and appointment reminders.
• Assist with data integrity and file cleanup projects.
• Generate welcome letters and kit requests for new patients.
• Maintain confidentiality of client and corporate information.

Skills

Communication

Bilingual English/French

Independent worker

Time management

Education

College diploma in administration

Tools

Excel

Word

Outlook

Adobe Acrobat

CRM database entry

Telephony

Web portals

Teleconference scheduling

Web-based meetings

Job description

JOB SUMMARY The Administrative Assistant, under the direction of the Program Manager, assists Case Managers with their day-to-day activities, as well assists throughout other areas of the program such as data requests, as needed.

DUTIES AND RESPONSIBILITIES

• Assisting with the Financial Assistance process, including tasks such as uploading receipts, logging cheque information, and completing cheque requisitions.
• Dealing with scheduling inquiries and appointment reminders.
• Participating in data integrity/file cleanup projects.
• Generating welcome letters and kit requests for new patients, if applicable.
• Cross functional collaboration with internal departments.
• When analyzing post visit reports, confirming if there’s a next appointment booked.
• Perform data-entry, answer inbound calls, make outbound calls, manage e-mail and fax software, general administrative functions including faxing and filing.
• Helping with meeting minutes and agendas.
• Participating in processes relating to regulatory reporting requirements including reporting of adverse events and product complaints to pharmacovigilance team.
• Adhering to Bayshore policies and procedures.
• Maintaining confidentiality of client and corporate information and discussing same only with appropriate Bayshore personnel.
• Completing other administrative tasks to support the team, as required.
• Track specific data and information for pharmaceutical companies as required in CRM.
• Assist with conducting Vendor Qualification audits, if applicable.
• Act as the key stakeholders for contract agreement between Bayshore Specialty Rx and third-party clinics or pharmacies, if applicable.
• Track and coordinates schedule with third party clinics (or pharmacies), if applicable.
• Participate in quality activities and continuous improvement initiatives in keeping with the company's Quality Management System.
• Participate in proactive Health & Safety activities while performing all duties. Is responsible to notify immediate Supervisor of any Health & Safety risks or concerns.
• Maintain confidentiality of client and corporate information and discusses same only with appropriate Bayshore personnel.
• Participate in ongoing internal and/or external continuing education activities.
• Complete any other tasks as requested.

QUALIFICATIONS

• College diploma in administration, or equivalent experience.
• Must be fluent in verbal and written communication and interpersonal skills for both English and French.
• Basic understanding of patient support programs and drug reimbursement is an asset.
• Call centre or customer service experience is an asset.
• Strong computer and software skills: Excel, Word, Outlook, Adobe Acrobat, CRM database entry, telephony, web portals, teleconference scheduling, and web-based meetings.
• Proven ability to work independently or in a team environment.
• Strong sense of organization and attention to detail.
• Self-regulation of time management and the ability to multi-task and adhere to deadlines.
• Ability to work in a quiet working environment with proven ability to work autonomously within a remote/virtual team environment.
• Established high speed internet access from home office.

At Bayshore Healthcare, our commitment to Equity, Diversity & Inclusion is our strength. This is how we bring our vision of being the difference in the lives of those we care for, work with and in our communities. We have a great sense of pride in creating a culture of belonging, where individual differences are embraced and celebrated, through programs, resources and policies that support each individual's purpose, potential and wellbeing. At Bayshore Healthcare Ltd., and its subsidiaries, we are committed to fostering an inclusive workplace and operate in full compliance with all Provincial and Territorial legislation pertaining to Human Rights Codes and Accessibility requirements. To ensure continued compliance throughout the recruitment and selection process, we encourage candidates to disclose any accommodation needs they may have.