WHSS Administrator (HYBRID)

About the Workplace Safety and Insurance Board (WSIB)

We’re here to help. When an injury or illness happens on the job, we move quickly to provide wage-loss benefits, medical coverage and support to help people get back to work. Funded by businesses, we also provide no-fault collective liability insurance and access to industry-specific health and safety information. We are one of the largest insurance organizations in North America covering over five million people in more than 300,000 workplaces across Ontario. For more information, visit wsib.ca.

At the WSIB, you’ll have the opportunity to:

• explore many career paths and follow your passion
• continuously learn and grow professionally
• be recognized for the great work you do
• participate in programs that support your health and wellbeing

You’ll also receive a competitive salary and may be eligible to participate in our health and dental plan. 

We are establishing our new head office in London and looking to grow our team in this region! Candidates located in this region will be given preference.

Our people have different ways of working and lifestyles. We’re committed to a mix of working in the office, in the field and from home. You have some flexibility in terms of where and how work gets done to help you balance your personal life and career goals.

Salary Grade:  207        From:  $63,146.61  

Job Summary :

To provide high quality customer service, coordination and  program administration to support the planning, delivery and implementation of Workplace Health and Safety Services’ programs and other services. The position is responsible for supporting the divisional management team, the division’s program staff in the administration of programs and services. The position has a liaison function with prospective program participant including members of the public and stakeholders.

Major Duties & Responsibilities

1.   Liaising with stakeholders participating or inquiring about WHSS programs

• Responding to specific and general inquiries by providing information on programs, program-specific staff contacts, schedules, deadlines, and eligibility requirements
• Continual monitoring and responding to incoming inquiries received to the WHSS program email boxes, and phone line requests for program information, resources, or to register to participate in a program.
• Review documentation, contacting program participants to clarify information in order to proceed with registration
• Promptly acknowledging receipt of registration received by, email or phone call
• Preparing and sending out invitations to program participants and continually engaging them in the event of changes or cancellations
• Creating and mailing out of welcome, congratulation and SOSE letters to members joining and successfully completing the program

2.   Liaising with WHSS program management team, consultants/validators by:

• Provide program management support to divisional consultants and validators through the scheduling and management of their calendars and program delivery logistics.  This includes preparing and providing consultants with program participant attendance details, and other session details. In addition, this includes a coordination and assessment between sessions that considers effective use of resources, time and health and safety of divisional staff.
• Ensuring readiness of all sessions/programs; including general information, confirmations, reminders and attendance list are settled in a timely manner.
• Create quarterly webinar schedules; Manage and assist with the cancelling and rescheduling of  information sessions, as required.
• Supporting the preparation of registration materials and educational packages where required, including the compilation and distribution.
• Referring complex inquiries to program managers/validators/consultants as required

3.   Liaising effectively with organizations to book venues for program delivery.

• Identifying and securing training facilities for WHSS programs
• Ensuring program sessions are booked, rescheduled and cancelled in a fiscally responsible manner in accordance with program allocations, budgets and in accordance with financial directives/policies
• Ensuring WHSS has obtained the appropriate insurance and facilities are appropriate for program delivery
• Responsible for the timely payment of invoices in accordance with Procurement policies and expense records are retained, filed and stored.

4.   Providing effective and efficient administrative support to the Workplace Health and Safety Services Division through:

• Creating documents using Microsoft office applications to prepare standardized and ad-hoc reports, as well as generating new formats as required
• Identifying and suggesting improvements to administrative processes and procedures
• Creating and maintaining of administrative processes manual
• Processing  invoices in accordance with Procurement policies and procedures
• Sourcing and booking of meeting rooms for team meetings at Simcoe Place or other locations
• Responding to inquiries from Procurement on expenditures
• Responding to and triaging First Aid inquiries received via First Aid generic email address
• Maintaining file management of divisional records and tracking sheets; and financial information
• Updating telephone lists

5.   Create and maintain reports on branch key performance indicators

• Create and maintain reports such as Conversion Rate Report, Validation Summary, Validator Quality Check to track branch key performance indicators such as service standards turnaround times and schedule adherence

6.   Perform other related duties as assigned

Job Requirements

Education

• High school completion plus additional specialized courses or certificate program up to one year in office administration.

Experience

• Three years prior experience in office administration.

Our commitment to equity, diversity and inclusion

We respect and value the diversity of our people. We strive to create an environment where employees can be themselves and where our differences are celebrated.

We value and celebrate diversity and are committed to creating inclusive experiences for both our employees and prospective employees. We invite all interested individuals to apply. If you require accommodations in order to apply to this position please contact talentacquisitioncentre@wsib.on.ca.  If you are invited to participate in the interview or assessment process, you can advise our Recruiter of your accommodation needs at that time.  

Please visit our EDI Homepage to learn more about what actions WSIB are taking to advance our commitment to equity, diversity and inclusion and to support all employees participating and contributing to their full potential

Disclosing conflicts of interest

As public servants, employees at the WSIB have a responsibility to act in an ethical way at all times to create a respectful workplace and maintain public trust. Job applicants are required to disclose any circumstance that could result in a real, potential or perceived conflict of interest. A conflict of interest is any situation where your private interests may impair or be perceived to impair the decisions you make in your official capacity. This may include: political activity, directorship, other outside employment and certain personal relationships (e.g. with current WSIB employees, customers and/or stakeholders). If you have any questions about conflict of interest obligations and/or how to make a disclosure, please contact the Talent Acquisition Centre at talentacquisitioncentre@wsib.on.ca.

Privacy information

We collect personal information from your resume, application, cover letter and references under the authority of the Workplace Safety and Insurance Act, 1997. The Talent Acquisition Centre and WSIB hiring parties will used this information to assess/validate your qualifications, determine if you meet the requirements of vacant positions and/or gather information relevant for recruitment purposes. If you have questions or concerns regarding the collection and use of your personal information, please contact the WSIB’s Privacy Office at privacy_office@wsib.on.ca. The Privacy Office cannot provide information about the status of your application.

As a precondition of employment, the WSIB requires that prospective candidates undergo a criminal records name check any time before or after they are hired.

To apply for this position, please submit your application by the closing date.