Administrative Processor (12 Month Contract)

• high-performance, people-focused culture
• our commitment that equity, diversity, and inclusion are fundamental to our work environment and business success, which helps employees feel valued and empowered to be their authentic selves
• learning and development initiatives, including workshops, Speaker Series events and access to LinkedIn Learning, that support employees’ career growth
• membership in HOOPP’s world class defined benefit pension plan, which can serve as an important part of your retirement security
• competitive, 100% company-paid extended health and dental benefits for permanent employees, including coverage supporting our team's diversity and mental health (e.g., gender affirmation, fertility and drug treatment, psychological support benefits of $2,500 per year, parental leave top-up, and a health spending account).
• optional post-retirement health and dental benefits subsidized at 50%
• yoga classes, meditation workshops, nutritional consultations, and wellness seminars
• the opportunity to make a difference and help take care of those who care for us, by providing a financially secure retirement for Ontario healthcare workers

Job Summary

The Admin Processor is responsible for completing tasks including, but not limited to, updating member records, contacting members and Powers of Attorney for clarification or discuss incomplete information, and using HOOPP’s corporate imaging process.  These tasks ensure legislative compliance and that high volume transactions are processed promptly  to meet HOOPP’s business needs. The incumbent will ensure that output meets established standards and follows defined procedures. Some team members will only handle imaging support and other will only handle administrative tasks related to member record updates and providing member outreach.  New hires are expected to gain proficiency in all aspects of the role. Additionally, the Admin Processor provides assistance to Plan Operations as required.

What you will do:

• Entering data into HOOPP systems from Member-provided forms, emails and faxes, ensuring that established standards for quality are met through adherence to defined procedures.

• Ensures member document completeness before entering information. In cases where the information is not filled out correctly, move the work to other queues or make outbound phone calls to alert members as to the deficiencies.

• Completes imaging tasks according to quality standards, procedures, and data security measures.

  • Prepare, scan and index incoming member documents, batch them for imaging, complete transmittal sheets, and upload to HOOPP systems electronically.

  • Verify scanned images, rescan as required, and carry out daily maintenance of imaging equipment, including identifying and addressing equipment issues.

  • Organise and index emailed or faxed documents, log cheques in spreadsheets, upload disability forms, create profiles for unidentified members, and update member details as needed.

• Create and align electronic cases, idenfity members or employers using existing system tools and functionality and review workflow cases to assign or redirect them appropriately.

• Mails new forms to members as needed when information is not correct or needs to be signed.

• Review new and existing workflow cases electronically with the goal of initiating, assigning and determining the redirection of cases to the properly designated queues.

• Works on specific administrative cases, updating member information, as required.

• Performs special projects and additional duties as required. Recommends to Plan Services Support management, any changes, improvements, or solutions to problems pertaining to the imaging process.

• Participates in training and supporting of new staff members and sectional training program activities.

What you bring:

• Ability to make simple calls to members to advise on incomplete forms, using company procedure to verify member identity.

• Experience in working in an electronic/digital environment with exposure to computer systems, email, intranet, etc.

• Proficient in MS Office.

• Ability to take initiative and make decisions where appropriate and necessary, especially when required to assign cases.

• Strong technical skills and ability to navigate multi-level admin systems

• Proven interpersonal, communication, organizational, customer service, multi-tasking, prioritizing, filing and keying/data entry skills.

• Team player that works cohesively within a team environment.

• Attention to detail and accuracy.

• Results-oriented.

• Appreciation for confidentiality.

• High School diploma, college or university education preferred.

• Records Management Certificate from a recognized Community College will be an asset.

• 2 – 4 years general office experience, including experience in data entry and administration.