Program assistant Jobs in Hamilton, ON

POSITION SUMMARY:

The Program Assistant – Integrated Collaborative Care Program (PA-ICCP) is an administrative resource providing general clerical and admin support to the ICCP program. The PA-ICCP is responsible for data entry, collection of data, running reports, internal customer service, and other administrative tasks. The PA-ICCP is also responsible for the scheduling of the clinical field staff, assisting with payroll processing, and being the first point of contact for clinical field staff inquiries. Additional responsibilities may include organization of events, ordering equipment / supplies, or participating on committees.

The PA-ICCP assists the Supervisor – ICC Program Admin and the Sr. Managers – ICCP in the successful day to day operation of the ICCP program.

CORE DUTIES AND RESPONSIBILITIES

• Performing general clerical functions (typing, filing, copying, faxing, correlating etc.)
• Transferring information from various sources into computer software (eg. Procura, Excel)
• Using software to run reports and generate information as requested
• Preparing letters, notices and other general documents for use in the Program
• Entering data into pre-established templates, spreadsheets and other forms
• Generating new reports, summaries, lists and forms as needed
• Coordinating program scheduling of field staff hours
• Fielding clinical staff calls regarding scheduling, relaying scheduling information to Supervisor or Sr. Manager
• Performing the data entry function as related to payroll information at the program level
• Collaborating with the Sr. Manager and/or the Payroll Coordinator in the accurate and efficient processing of payroll related information
• Performing general reception and phone duties within the program
• Assisting with program documentation, file management, mail and/or deliveries
• Working with team members to find continuous improvement initiatives and actions, making suggestions and offering team input
• Assisting other staff members in the execution of their duties as required
• Assisting with various program audits and surveys (hand hygiene audits, client satisfaction survey etc.)
• Ordering program supplies, as directed by the program Manager or Supervisor
• Participating in program discussions, working groups, committees or other collaborative activities
• Following standard program procedures
• Participating in special projects
• Other duties as required or requested

CORE COMPENTENCIES

• Regularly demonstrates our mission, vision and values:Support compassionate care, faith and diversityDeliver quality care, pursue and share knowledge, respect diversity, remain faithfulCommit to working everyday with dignity, respect, service, justice, responsibility and enquiry
• Ability to work cooperatively with others; sharing information and utilizing the information from others
• Actively promotes a healthy, supportive and inclusive work environment
• Proactively contributes to initiatives, supporting and encouraging positive change
• Ability to demonstrate effective decision making within the scope of the role
• Skilled at thinking about creative solutions to everyday problems
• Solid team based approach to every day work activities
• Good communication skills both verbal and written, with an excellent customer service mind set
• Positive and professional, with a “can do” attitude
• Willingness to regularly go the extra mile and actively support co-workers
• Ability to follow direction and listen to instruction
• Proven ability to be detailed oriented
• Maintaining on-going compliance to corporate policies and procedures, health and safety regulations, and relevant external standards
• Participating in both internal and external training requirements
• Participating in quality improvement initiatives
• Maintaining the privacy and confidentiality of all personal health records (including both client and personal), and following all the privacy and confidentiality requirements of any and all electronic medical record systems used (including but not limited to Procura and HPG)

KEY EDUCAITON AND EXPERIENCE

• Medical Terminology Diploma, preferred
• 0 – 1 year previous administrative related experience, required
• Basic understanding of Microsoft Office and Excel software, required
• Previous experience working in a similar PA role, or an non-profit environment, an asset
• Previous scheduling experience, required
• Basic knowledge of Procura software, and asset