Wellness Specialist

SUMMARY

The Wellness Specialist plays a critical role in promoting employee wellbeing through the effective administration of workplace injury claims, non-occupational medical leaves, and accommodation processes. This role supports compliance, care, and communication between employees, managers, and external providers.

PRIMARY RESPONSIBILITIES

Workplace Injuries (Occupational Claims)

• Serve as the primary point of contact for all workplace injury cases reported across the company.
• Ensure timely and accurate submission of claims to applicable Workers’ Compensation Boards (WSIB, CNESST, WCB).
• Liaise with supervisors, safety staff, and third-party administrators to assess and clarify functional abilities, medical restrictions, and barriers to returning to work.
• Develop and monitor Early and Safe Return-to-Work (RTW) plans in collaboration with internal and external stakeholders.
• Monitor compensation board cost statements, identify anomalies, and initiate appeals or adjustments as needed.
• Maintain detailed documentation in a system and generate regular injury trend reports.

Non-Occupational Medical Leaves

• Coordinate all aspects of short-term disability (STD), long-term disability (LTD), and sick leave programs for employees absent due to non-work-related medical reasons.
• Ensure accurate documentation is collected (e.g., medical certificates, functional ability forms), maintaining confidentiality.
• Act as a liaison between the employee, supervisors, and disability insurance providers to track leave status, claim decisions, and RTW readiness.
• Support supervisors in managing return-to-work expectations and ensuring modified duties are appropriate.
• Follow up on outstanding documentation or delays to minimize disruption and ensure fair application of policies.

Accommodation Requests (Occupational & Non-Occupational)

• Facilitate the accommodation process under the duty to accommodate framework in accordance with the applicable legislation.
• Work with employees and supervisors to review functional assessments, job demands, and medical documentation.
• Coordinate with Human Resources, Health & Safety, and legal (as needed) to determine reasonable accommodations.
• Develop and communicate accommodation plans that support the employee’s ability to safely and effectively remain at or return to work.
• Monitor and reassess accommodation plans as employee needs evolve.

Reporting, Compliance & Communication

• Maintain accurate records in a system.
• Track KPIs and prepare regular reporting on medical leaves, injury statistics, and accommodation trends.
• Ensure compliance with multi-jurisdictional legislation (ON, QC, MB) and Erb policies.
• Deliver training and educational sessions to supervisors on injury prevention, reporting protocols, and wellness program access.

Employee Support & Confidentiality

• Serve as a confidential resource for employees navigating medical leave or return-to-work processes.
• Ensure a respectful, timely, and empathetic communication approach in all interactions.
• Advocate for wellness-focused solutions that balance operational needs with employee health.

REQUIREMENTS/QUALIFICATIONS

• Post-secondary education in Human Resources, Disability Management, Occupational Health, or a related field is an asset or 2-3 years of experience managing employee disability claims, workplace injuries and/or accommodations.
• Proven experience working with multi-jurisdictional workers’ compensation systems (e.g., WSIB in Ontario, CNESST in Quebec, WCB in Manitoba).
• Experience developing and implementing accommodation plans under the duty to accommodate.
• Previous work in transportation/logistics environments is an asset.
• Strong knowledge of confidentiality practices, privacy legislation (e.g., PIPEDA), and ethical standards
• Demonstrated problem-solving and conflict resolution capabilities
• Ability to work both independently and collaboratively in a fast-paced, multi-site environment
• Highly organized with strong time management and multi-tasking skills
• Empathetic and professional demeanor when interacting with employees facing medical challenges
• Proficiency in both English and French is considered an asset.

WORKING CONDITIONS

• Based on a 40-hour workweek.
• Occasional travel to Erb terminals required.