Administrative Assistant

Medaca is looking for an Administrative Assistant to join our team!

The Administrative Assistant acts as our clients’ and patients’ initial introduction to Medaca. They are responsible for managing day-to-day operations regarding referrals to Medaca’s services, as well as upholding Medaca’s service delivery standards by responding to emails, faxes, and calls in a timely, professional, and friendly manner. Reports to the Directors of Early Intervention Services.

The schedule for this role is Monday to Friday 8:00am-4:00pm or 8:30am-4:30pm. 

**Training for this role will consist of 2 weeks in the first month to be in office in our Burlington, ON location, followed by another 2 weeks in office in your 3rd month of training.

ESSENTIAL DUTIES AND RESPONSIBILITIES TO PERFORM THIS JOB SUCCESSFULLY INCLUDE, BUT ARE NOT LIMITED TO THE FOLLOWING :

• Manage incoming referrals using specific database to assign and establish cases
• Manage and triage incoming faxes using multiple email boxes
• Send faxes via online portal
• Operate the Admin email inboxes to correspond with clients and patients and/or forward emails to the appropriate Medaca staff member
• Assist with establishing and maintaining a positive relationship with doctors’ offices and patients alike via phone
• Keep Medaca files on track by managing follow-up correspondence with clients to ensure timely delivery of services
• Ad hoc projects and other tasks as required; responsible for the timely and accurate management of any projects as assigned (ex., interpreting Excel data and creating brief summaries/reports, assisting with additional phone calls)

EDUCATION AND/OR EXPERIENCE

• Post-secondary education in Office Administration, Business Administration, or a related field preferred
• Experience working in an administrative assistant capacity preferred

QUALIFICATIONS

• Strong organizational and time management skills necessary in a fast-paced, deadline-driven environment
• Accuracy and attention to detail, producing error-free work
• Strong written and verbal communication and comprehension skills
• Ability to exercise tact and discretion in handling confidential information
• Well-developed interpersonal skills including the ability to collaborate and problem-solve in interactions with external clients as well as internal staff
• Flexible and adaptable
• Proficient in Microsoft Office programs (Outlook, Word, Excel, PowerPoint, Teams)
• Personal interest in the mental health field with the goal of providing excellent care and service for patients

About Medaca

Medaca provides world-class access to a range of services to help employees receive treatment at different stages of a mental illness with the goal of a return to health and to work. Partnering with Canada’s leading psychiatrists, Medaca provides employers and insurers with early diagnosis and treatment for their employees, with an 86% return to work rate.

Medaca’s clientele includes major insurers, third-party disability management administrators, and a wide range of private and public sector organizations including financial, transportation, power, education, law enforcement, retail, food, and pharmaceutical industries.

Medaca is an Equal Opportunity Employer and affords equal opportunity to all qualified applicants for all positions without regard to protected veteran status, qualified individuals with disabilities and all individuals without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, age, or any other status protected under provincial or federal laws.