Program Assistant - Health
At Halton Region, we treat everyone with respect, honesty, fairness and trust. As an equal opportunity employer, we are committed to establishing a qualified workforce that is reflective of the diverse population we serve. Halton Region is committed to providing accommodation to individuals with disabilities throughout the recruitment process.
Employees of Public Health are expected to provide high quality programs and services including but not limited to sexual health, harm reduction and immunization clinic services by demonstrating respectful, inclusive, non-judgmental values.
As an employer of choice, Halton Region recognizes the many benefits of hybrid work arrangements including flexibility and better work-life balance for our employees. This position is eligible for our Hybrid Work Program.
Posting ID: 3778
Department: Health
Division: Healthy Families
Pay Range: $26.59 - $35.44
Job Type: Temporary > 1 year
Contract Duration: 18 months
Hours of Work: 17.5 hours per week
Work Location: Halton Regional Centre - 1151 Bronte Road, Oakville
Employee Group: OCT
Posting Date: December 17, 2024
Application Deadline: December 30, 2024
Job Summary
Reporting to the Supervisor, Healthy Babies Healthy Children (HBHC), in the Healthy Families Division, this position provides administrative support to the HBHC Program Manager and Supervisors as well as support to the HBHC Team, providing data processing, responding to internal and external client inquiries, ordering and maintaining supplies, providing support to staff and managing confidential correspondence and records.
Duties & Responsibilities
- Administrative and program support to the HBHC Program
- Provide data entry, interpretation, and processing related to HBHC program requirements
- Provide excellent customer service to internal and external customers
- Maintain program confidential files and records, filing, retrieving and archiving files for storage in accordance with Regional protocol.
- Provide financial administrative support for the program including reviewing and processing invoices for accounts payable and purchasing.
- Ensure records are maintained in accordance with the departmental/corporate retention schedule.
- Coordinate program sponsored special events, workshops and training programs. Assist with planning activities and organization of events, workshop or training program.
- Assist with processing urgent and non-urgent communications as needed to internal and external stakeholders. Assemble and mail resources to clients and community partners.
- Receive visitors and respond to or direct telephone and email inquiries. Take messages, handle replies and/or direct callers to appropriate areas or departments
- Maintain and manage various supply and resource inventories
- Manage external, inter-office and internal mail systems and ensures proper functioning of office equipment (i.e. fax machine and photocopier).
- Provide back-up coverage to administrative team in other programs, as required
- Maintain flexibility to work at the office or from home based on operational needs and duties assigned.
- Performs other duties, as assigned.
Skills & Qualifications
- Secondary School Graduation Diploma.
- Minimum of five (5) years’ experience in a relevant clerical/administrative support role, preferably in a municipal or healthcare setting.
- Excellent organizational and critical thinking skills, exceptional customer service skills, strong financial/program administration and effective interpersonal skills with sensitivity to client needs in a confidential setting.
- Strong proficiency with MS Office software (Intermediate level Excel, Word, PPT, Outlook)
- Knowledge of ISCIS, Siebel, DocuSign, and webinar/virtual meeting technology and database systems is an asset.
- Experience with timesheet tracking is an asset.
- An equivalent combination of education and experience will be considered.
Working/ Employment Conditions
Working Conditions:
- Flexibility to work outside of core business hours including evenings, weekends and holidays is required.
Employment Conditions:
- The successful candidate will be made an offer of employment on condition that the Regional Municipality of Halton receives a current (obtained within the past six (6) months), original and acceptable Vulnerable Sector Screening by the first day of employment.
Important information about your application:
- In accordance with requirements in Ontario Regulation 191/11 – Integrated Accessibility Standards and the Ontario Human Rights Code, Halton Region will accommodate the needs of individuals with disabilities throughout the recruitment process. If you require accommodation at any stage of the recruitment process, please inform the Talent Acquisition representative of the nature of the accommodation(s) you require.
- Please submit your application online. We will accommodate individual needs for applicants with disabilities and others who are not able to apply online. If you experience any issues with submitting your application, please contact HR Access at 905-825-6000 extension 7700.
- Applications will be accepted until 11:59 p.m. on the deadline date specified on the posting.
- We encourage applications from all qualified individuals; however, only those under consideration will be contacted.
- Personal information collected through the job application process will only be used for the purpose of determining qualifications for employment.
- If selected for an interview, you will be contacted by email and/or phone. Please ensure the contact information provided on your resume is up to date and that you check your email and voicemail regularly.
Halton Region serves more than 624,000 residents throughout Burlington, Halton Hills, Milton and Oakville. We are committed to delivering high quality programs and services that make Halton a great place to live and work. We engage great people who contribute to meaningful work that makes a positive difference in our community. At Halton, you are encouraged to grow and succeed in your career and are recognized for your accomplishments and contributions. As an employee, you will be part of a progressive, service focused and award winning employer with a diverse and inclusive work environment.
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