Program Assistant

Program Assistant
St. Mary's Health Number of Openings:1Division:St. Mary's Health @HomeFull/Part Time/Casual:Part-TimeProgram:St. Mary's Health Regular/Temporary:RegularLocation:St. Mary's Clinic
KitchenerUnion:Non UnionHours of Work:Tuesdays & Thursdays
9am-5pmPosting Date:November 14, 2025Closing Date:Until FilledWages:$18.77-$28.55French Language Skill Requirement:N/AThis posting is for a current vacancy.POSITION SUMMARY:
The Program Assistant is an administrative resource providing general clerical and admin support to various clinical programs. The Program Assistant is responsible for data entry, collection of data, running reports, internal customer service, and other administrative tasks. The program assistant 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 program assistant will assists other Clinical Managers in the successful day to day operation of the 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 Clinical Managers
• Performing the data entry function as related to payroll information at the program level
• Collaborating with the Clinical Managers 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 Clinical Managers
• 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:
  1. Support compassionate care, faith and diversity
  2. Deliver quality care, pursue and share knowledge, respect diversity, remain faithful
  3. Commit 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
• 1-2 years previous administrative related experience, required
• Basic understanding of Microsoft Office and Excel software, required
• Previous experience working in a similar Admin Assistant or Clerical role, an asset
• Experience working in a non-profit and/or unionized environment, an asset
• Previous scheduling experience, required
• Basic knowledge of scheduling software, and asset

St. Joseph's Home Care is an equal opportunity employer, committed to equity, inclusiveness, and diversity across all our programs, practices, facilities, and team. AI is not used in our recruitment processes for the selection of candidates.
If you require any accommodations during the recruitment process, such as alternate formats of materials or accessible meeting rooms, please inform the hiring manager before your interview. Should you wish to conduct your interview in French, kindly contact our head office to arrange this in advance.

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