Job Description

Overview

Under close supervision of the Manager, Regulatory Affairs, the Automobile Injury Mediation (AIM) Clerk is responsible for scheduling, coordinating forms, and coordinating multi-party mediation meetings which take place between the Claimant (their representative), Manitoba Public Insurance (MPI) and the Mediator. This role has on-going interaction with members of MPI, the Claimant Advisor Office (CAO), Automobile Injury Compensation Appeal Commission (AICAC), lawyers and members of the public.

The role is also responsible for greeting the mediation participants, setting up the mediation rooms, preparing correspondence, monitoring AIM calendar, filing and other administrative duties.

Responsibilities

• Schedule and coordinate multi-party in-person and approved teleconference and videoconference meetings, including pre-mediations, mediations, and approved adjourned and reconvened mediations.
• Maintain and update lists, including mediations to be schedule/reconvened and availabilities e.g. mediators and Claims Advisors.
• Prepare and obtain signed videoconference authorizations and agreement to Mediate forms prior to mediation.
• Maintain and update the AIM calendar.
• Prepare correspondence, including confirmations and authorizations, including agreements to mediate and videoconference.
• Receive and copy documents and organize files.
• Courier approved files to Mediators.
• Arrange interpreter through Language Bank, if required.
• Review Claimant and MPI documentation and ensure Personal Health Information Act (PHIA) compliance.
• Prepare reimbursement requests for review and approval.
• Prepare payment requisition form for approved requests including processing mediator invoices for payment
• Prepare binder of information for new mediators.
• Coordinate office supplies requests and arranges maintenance of office equipment.
• Perform photocopying.
• Maintain filing system.
• Drop off and pick up mail.
• Perform other duties as assigned.

Qualifications

Education

• High school diploma or equivalent.

Experience

• One year of practical experience in an office environment.
• Experience working with sensitive and confidential information is an asset.
• Experience scheduling multi-party meetings.
• Experience with mediation is an asset.

Technical Knowledge and Skills:

• Communication skills to present information effectively to various stakeholders and the public in a professional, concise and straightforward manner.
• Customer service skills with the ability to deal tactfully with sensitive issues in a confidential manner and maintain a professional balance between customer and organizational needs.
• Work with sensitive and confidential information and maintain claimant confidentialityEstablish and maintain effective relationships with leaders, peers and other stakeholder agencies.
• Work independently and collegiality as part of a team.
• Knowledge of videoconferencing platforms such as Teams and GoTo Meeting.
• Knowledge of Microsoft Office including Word, PowerPoint, Excel, Outlook, and SharePoint.
• Knowledge of data and administrative management practices and procedures.
• Advanced organizational and time-management skills.
• Handle multiple tasks and prioritizes assignments to meet deadlines.
• Intermediate analytical and problem-solving skills.
• Works with accuracy and attention to detail.
• Well organized and able to switch tasks with ease.
• Knowledge to use Artificial Intelligence (AI) tools.

Employee Benefits

Health benefits

We offer a comprehensive health benefits program that includes:

• flexible health, dental and vision plans
• health spending account
• travel health coverage
• other extended health benefits such as ambulance, massage and physiotherapy

Financial security

In an effort to support financial security, we offer:

• registered pension plan
• group, dependent, and optional life insurance coverage
• sick leave to cover short-term disability
• long-term disability

Wellness

We offer programs that focus on how to better achieve a balance between work and personal commitments, as well as maintain a healthy workplace culture. This includes:

• vacation entitlement
• maternity, parental and adoptive leaves
• bereavement and family responsibility leaves
• employee and family assistance program
• mental-health programming
• onsite employee gym facility (Cityplace)
• discounted gym memberships
• wellness account

Diversity and inclusion

Manitoba Public Insurance believes that diversity and inclusion strengthens us. We consider ourselves to be a barrier-free organization where individual values, beliefs and practices are respected and appreciated for the diversity they bring to our work life.

Employee recognition

It’s important to recognize our employees for their contributions. Not only do we recognize employees as they achieve milestone years in their careers, we also have several outlets for leaders and peers to reward each other for work well done.

Professional development

We want our employees to grow, which is why we offer support in keeping their skills up to date. We offer in-house training, professional development and an educational assistance program.

Safety and health

In an effort to encourage a safe and healthy work environment, we offer various safety, health and workplace policies and programs along with technical expertise and assistance to support employee activities in safety and health.