Program Assistant - Halton Programs
About The Position
The Program Assistant – Halton Assisted Living Program (PA-HALP) is an administrative resource providing general clerical and admin support to a Community Support Services program. The PA-HALP is responsible for data entry, collection of data, completing audits, running reports, internal customer service, and other administrative tasks as needed. The PA-HALP is also responsible for assisting in the scheduling of clinical staff, Time Sheet processing, and being the first point of contact for clinical staff inquiries. Additional responsibilities may include organization of events, order equipment / supplies, or participating on committees. The PA-HALP assists the Supervisor –HALP and the Manager – HALP in the successful day to day operation of the program.
Requirements
- 1+ year previous administrative related experience, required
- Proficient Understanding of Microsoft 365 and Excel software, required
Nice To Haves
- Medical Terminology Diploma, preferred
- Previous experience working in a similar PA role, or a non-profit environment, an asset
- Previous scheduling or payroll experience, an asset
Responsibilities
- Performing general clerical functions (typing, filing, copying, faxing, correlating etc.)
- Transferring information from various sources into computer software (e.g. 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
- Assisting with scheduling of field staff hours
- Fielding clinical staff calls regarding scheduling, relaying scheduling information to Supervisor or Manager
- Assisting with the data entry function as related to payroll information at the program level
- 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 chart audits etc.)
- Travelling between three sites within Halton Region (Milton, Oakville and Burlington) and to head office
- 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
- Assisting with various program audits and surveys (hand hygiene audits, client satisfaction survey etc.)
- Troubleshoot patient and staff issues as it relates to scheduling as needed
- 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
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
