Administrative Assistant (15 Month Term)

Position Type:
Temporary - Temporaire

If you’re looking for a fulfilling career that can make a real difference in your life, and the lives of others, you’ve come to the right place.

As a national health solutions partner, we put people first in everything we do — and that begins with our team of 8,000+ professionals who bring a cross-section of diverse life experiences and career expertise to Medavie. By collaborating and innovating together, our employees are creating industry-leading solutions in insurance, primary care and emergency medical services that impact millions of lives in Canada each year.

Our mission is to improve the wellbeing of Canadians so that every life can be lived to the fullest — and it’s reflected in our award-winning culture. We celebrate individuality and value the diverse perspectives and skills our employees contribute. We go beyond providing competitive pay and comprehensive benefits to offer opportunities for personal and professional growth, flexible work options, meaningful experiences, and supportive leadership. Medavie is where employees can be their best selves, feel they belong, and achieve their full potential. Be part of it by applying for a position with us today.

Reporting to the Team Leader and working in a team environment, the Administrative Assistant (15 Month Term) will be responsible for providing a variety of duties from multiple programs with varying degrees of eligibility and policy requirements.  Specifically, the Administrative Assistant will provide administrative support to the Provincial Program Team, supporting the accurate and timely processing, tracking and communication of program files in accordance with program policies and direction.

Key Responsibilities

Program Administration

- Coordinate pre-approval files and provide administrative support to the Medicare team, Medical Services Insurance (MSI) Medical Consultants and clients throughout program reviews.
- Prepare correspondence related to program approvals, denials, appeals and pre-approval decisions, ensuring current versions and supporting documentation are maintained accurately.
- Maintain tracking tools and reports for application status, decisions, outstanding actions and escalations.
- Coordinate the secure transmission and management of case documentation in accordance with privacy, confidentiality and record-management requirements.
- Support case-file review meetings through agenda and package preparation, minute taking, action-item tracking and follow-up with internal teams and the Department of Health and Wellness (DHW).

Communication and Stakeholder Support

- Prepare clear and accurate program and provider correspondence in accordance with approved policies, procedures and operational direction.
- Respond to or route provider and Nova Scotia resident inquiries, ensure telephone messages are returned within appropriate timeframes, and escalate non-standard or sensitive matters as required.
- Establish and maintain effective working relationships with internal operational areas, program partners and external stakeholders.

General Departmental Support

- Provide ongoing administrative support to the NSPP department, including processing mail and mailouts, scanning, coding, data entry, attendance tracking, and ordering supplies and stock.
- Support the accurate and timely production and distribution of customer publications and website documents.
- Support updates to departmental procedures, business tools and administrative processes.
- Maintain general departmental files and records accurately and efficiently.

Post Payment Administrative Support

- Provide administrative support to the post-payment audit function, including provider audit correspondence, as required.
- Compile monthly, semi-annual and annual audit and contract activity reports and maintain related Excel tracking spreadsheets.
- Maintain medical and audit records accurately and securely.
- Support audit-related system updates and the MSI service verification process associated with the Medicare Audit Plan.

Qualifications

Education: Post secondary training (minimum diploma or certificate level) in business and/or administration.

Experience: Minimum of three years relevant work experience. Knowledge of Medical and Pharmaceutical Terminology is an asset. Work in an office environment would be considered an asset.

Knowledge and Skills

Communication Skills

- Highly effective listening skills to ascertain customer’s needs and determine appropriate action required for solution.
- Communicates clearly and confidently verbally and in writing to a variety of audiences.
- Demonstrates the ability to tailor information and delivery to suit the nature of the material, audience and situation. It requires excellent verbal skills to explain complex issues to customers.

Computer Skills

- Experience working with multiple software applications (Word & Excel) including experience navigating between applications and the internet. Strong keyboarding skills and the ability to enter data with speed and precision.

Knowledge

- Demonstrate knowledge of customer needs and various processes and procedures in own work areas as well as general understanding of processes in related work areas. Has a broad understanding of NS Provincial Programs.

Teamwork

- Demonstrate an understanding of how the job contributes to the overall work unit and is proactive to help others.

Program Administration

- Ability to manage detailed, confidential program files and maintain accurate tracking, correspondence and follow-up across multiple stakeholders and deadlines.
- Ability to interpret and apply documented policies, procedures and operational direction when providing OOP/OOC administrative support.

Language Skills

- English required, bilingualism (English/French) would be considered an asset.

What’s in it for you?

What makes us a different kind of employer? Our award-winning culture, a team who really cares, unmatched training and support are all dedicated to ensuring you are set up for success.

What we offer:

- Full-time position with opportunity to grow in a well-established organization.
- Flexible work arrangements and emphasis on work-life balance.
- Comprehensive health, vision and dental plan that is 100% employer paid effective on your first day.
- Annual Incentive Bonus which recognizes your contribution to our success.
- In addition to paid vacation, we offer a gifted week of vacation in your first year and an optional Vacation Purchase Program.
- An organization where we encourage personal learning and growth with opportunities for career development.

#CBM1

This posting is for an existing vacancy within our organization / Ce poste est actuellement vacant au sein de notre organisation.

Pay Range:
40,254 - 45,285 CAD

The Base Pay range may vary depending on the successful candidate or other relevant job-related factors such as knowledge, skills, qualifications, experience and education/training. In addition to Base Pay, eligible Medavie employees may participate in various performance-based incentive programs. Payments under these programs are discretionary and subject to both individual and organizational results.

We believe our employees should reflect the communities we serve and welcome applications from candidates of all backgrounds. To provide the best experience possible, we will support you with accommodations or adjustments at any stage of the recruitment process. Simply inform our Recruitment team of your needs.  We are committed to making sure recruitment, retention, advancement, and compensation are fair and accessible while following all relevant human rights and privacy laws . We appreciate everyone who has shown interest in this position. Only those selected for an interview will be contacted.

While Medavie may use automated tools, including AI, to support application screening, candidates are expected to complete all recruitment interactions independently—without AI assistance—to ensure a fair and equitable process.

If you experience any technical issues throughout the application process, please email: [email protected] .