Administrative Assistant, Occupational Health Services

Job Summary

The role provides confidential administrative and clerical support to the Occupational Health Services (OHS) team. The incumbent maintains accurate employee medical records, coordinates pre-employment medical assessments, supports financial and administrative processes, manages records digitization, and contributes to efficient, compliant, and accurate OHS operations. The incumbent collaborates with internal stakeholders, healthcare providers, candidates, recruiters, Finance teams, and OHS professionals to deliver professional, customer-focused service and support positive working relationships.

Main Responsibilities

Medical Records Management, Privacy and Compliance – 25%

· Create, maintain, digitize and securely archive employee medical records in paper and electronic formats.

· Ensure medical documentation is accurately filed, indexed, retrievable and retained in accordance with records management requirements.

· Protect employee health information in accordance with company policies and applicable privacy legislation.

· Process authorized medical record requests and confirm required releases and approvals are in place.

· Coordinate records digitization, upload files into Cority, support secure archiving and shredding, and review documentation for missing or incomplete information requiring follow-up.

Pre-Employment Medical Coordination and Administrative Support – 35%

· Act as the first point of contact for employees, candidates, visitors, healthcare providers and internal stakeholders, providing professional and responsive front-line service for OHS.

· Communicate clearly through verbal and written correspondence, respond to inquiries and concerns, and build positive relationships through collaboration and a solution-oriented approach.

· Coordinate pre-employment medical assessments across multiple geographic locations, including appointment scheduling, protocol confirmation and communication with candidates, providers, recruiters, employees and hiring stakeholders.

· Review pre-employment medical reports for completeness and accuracy and follow up with healthcare providers when clarification or additional information is required.

· Prepare and distribute periodic medical forms, track completion, issue reminders, meet deadlines, manage shared inboxes, correspondence, mail, office and medical supplies, and service requests.

Financial Administration, Reporting and Budget Support – 15%

· Monitor OHS expenses processed through My CN Voucher, ZMED and Tradeshift.

· Analyze expense variances, investigate discrepancies and initiate appropriate corrective actions.

· Contribute to budget preparation, forecasting and expense tracking activities.

· Provide financial information to OHS management by researching accounts, analyzing expenditures and responding to inquiries.

· Maintain accounts payable records, liaise with CN Accounting and regional OHS teams, and prepare statistical, hiring, expense and operational reports, spreadsheets and databases.

Data Management, Stakeholder Support and Continuous Improvement – 25%

· Enter, maintain and validate employee health, operational and financial data in Cority and other business systems.

· Perform routine data audits to support accuracy, completeness and integrity.

· Support OHS nurses, physicians, advisors and leaders with administrative activities and special projects.

· Contribute to health promotion initiatives, wellness programs and training activities.

· Support process improvement, change management and digital transformation initiatives while maintaining effective relationships with internal and external stakeholders.

Working Conditions

The role is performed in a standard office or clinic environment and requires handling highly sensitive and confidential information daily. The incumbent must be highly organized, manage multiple administrative priorities, and work efficiently with minimal supervision.

Requirements

Experience

· Minimum 3 years of experience in an administrative, clerical or coordination role

· Experience in occupational health, healthcare, medical administration, human resources or a related environment

· Experience managing confidential records, medical documentation, accounts payable processes or financial administration*

· Experience coordinating high-volume scheduling and stakeholder communications

Any requirement marked with (*) will be considered an asset (not mandatory).

Education/Certification/Designation

· High School Diploma or equivalent

· Diploma or Certificate in Office Administration, Medical Office Administration, Business Administration or a related field*

Any requirement marked with (*) will be considered an asset (not mandatory).

Competencies

· Demonstrates respect and safeguards employee privacy and confidentiality

· Pays attention to detail to support data and file accuracy

· Collaborates with others and supports effective team outcomes

· Communicates with impact and provides professional, responsive service

· Applies critical thinking and sound judgment when reviewing sensitive information

· Demonstrates agility and contributes to process improvement

· Organizes work, manages priorities and meets deadlines

· Takes accountability and completes work accurately with minimal supervision

Technical Skills/Knowledge

· Advanced knowledge of Microsoft Office, including Excel, Word, PowerPoint and Outlook

· Knowledge of Cority, SuccessFactors, ServiceNow and other enterprise systems

· Ability to use AI tools and digital technologies to improve productivity, data management, reporting and service delivery

· Knowledge of electronic medical records management and records retention practices

· Understanding of privacy requirements related to personal health information

· Knowledge of budgeting principles, expense monitoring, variance analysis and accounts payable processes

· Reporting, data analysis and spreadsheet management skills

Any requirement marked with (*) will be considered an asset (not mandatory).

Organizational Impact

Decision Making & Impacts

The incumbent makes daily decisions related to organizing administrative work, processing records, validating information and following up on incomplete documentation. These decisions impact the efficiency of OHS operations, the accuracy and accessibility of medical records, service quality, and compliance with privacy, confidentiality and records management requirements.

Level of Interaction/Influence

The incumbent interacts with individuals internal and external to CN, including employees, candidates, OHS nurses, physicians, advisors, leaders, healthcare providers, recruiters, Finance teams and other stakeholders. The role requires clear, professional and service-oriented communication to support accurate information flow and effective OHS service delivery.

Employees Supervised/Organizational Structure

The role has no supervisory responsibility. However, the incumbent may assist with the training and onboarding of contract employees and interns.

This position is posted as a Grade 11.