Program Assistant (Sexual Health & Harm Reduction)

Job Summary

This position provides administrative support to the Sexual Health & Harm Reduction program, responding to internal and external client inquiries, providing data management to support legislative requirements, supporting staff, and managing confidential correspondence and records.

Duties & Responsibilities

• Enters data, sorts and generates reports on various database programs including Panorama, iPHIS and Siebel.
• Provides data management to support the requirements of the Health Protection and Promotion Act.
• Creates, monitors and adapts tracking devices for the purpose of maintaining accountability with respect to Ministry outcomes/expectations, and other program requirements.
• Provides administrative support for external and internal program evaluation and consultations.
• Prepares confidential correspondence, memos and reports for Sexual Health & Harm Reduction program staff.
• Receives and processes confidential sexual health and harm reduction records.
• Collates statistics for clinical services.
• Maintains filing systems for Sexual Health & Harm Reduction program records.
• Supports the distribution process of publicly funded vaccines/medication and purchased pregnancy prevention products and may assist with inventory management.
• Supports the ordering and distribution of Nicotine Replacement Therapy.
• Receives and records public inquiries related to sexual health and harm reduction and directs them to the appropriate staff persons.
• Provides customer service to clients and health care providers through answering phone calls, and in person at the program reception counter.
• Provides support to Sexual Health & Harm Reduction clinics, from fixed clinic locations and multiple off-site locations throughout the day and evening.
• Functions as a member of a multi-disciplinary team, providing backup to other members of the administrative support group.
• Communicates with internal and external partners as required. 
• Performs other duties as assigned.

Skills & Qualifications

• Diploma in office administration from a recognized college with additional training in office/business software
• Minimum two (2) years of office/administrative experience
• Ability to enter large amounts of data with superior accuracy skills and attention to detail
• Minimum keyboarding speed of 55 wpm and knowledge of medical terminology 
• Experience with preparation of correspondence such as memos and reports, phone/reception duties and file maintenance 
• Ability to work in a team environment with excellent customer service skills, problem solving skills and organizational skills
• Excellent communication skills, both verbal and written
• Excellent working knowledge of Microsoft Office Suite and experience with data base programs such as Panorama, iPHIS, EMRs, and Siebel 
• Knowledge of OHIP Billing processes
• Demonstrated ability to learn a variety of software programs 
• Strong ability to accept and value the clients we serve and to project a non-judgmental attitude in interactions with clients 
• Fluency in additional language(s)

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 may be required to meet program demands 
• Travel throughout Halton Region will be required and incumbent must provide their own transportation.

Employment Conditions: 

• Current (obtained within the past six (6) months), original and acceptable Criminal Records Check including Vulnerable Sector Screening, by the first day of employment. 
• Current complete record of immunization according to the Ontario provincial immunization schedule including annual influenza immunization