Administrative Assistant, Occupational Health Services

Canadian National Railway Company•Edmonton, AB

13d•Onsite

About The Position

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.

Requirements

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
High School Diploma or equivalent
Diploma or Certificate in Office Administration, Medical Office Administration, Business Administration or a related field
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

Nice To Haves

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
Diploma or Certificate in Office Administration, Medical Office Administration, Business Administration or a related field
Ability to use AI tools and digital technologies to improve productivity, data management, reporting and service delivery

Responsibilities

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.
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.
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.
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.