Program Assistant - Health

Job Summary

Reporting to the Manager, Sexual Health Services, in the Community Health Services Division, this position provides administrative support to the Sexual Health Services Manager and Supervisor and team responding to internal and external client inquiries, ordering and maintaining supplies, providing support to staff and managing confidential correspondence and records, and data entry.

Duties & Responsibilities

• Administrative and program support to team’s Managers and Supervisors. Provide excellent customer service to internal and external customers.
• Process legal agreements and contracts at program level, according to departmental policy.
• 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, purchasing card processing, initiating purchase requisitions, and OHIP billing. 
• 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 event, workshop or training program.
• Assist with transferring educational/training content from team members into digital/online learning modules.
• Assist with processing urgent and non-urgent communications as needed to internal and external stakeholders.
• Respond to or direct telephone inquiries. Receive visitors, screen telephone calls, take messages, handle replies and/or direct callers to appropriate areas or departments.
• Maintain and manage various supply and resource inventories including support to the distribution process of publicly funded vaccines/medication and purchased pregnancy prevention products.
• 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 Assistants in other programs, as required. 

Additional Responsibilites

• Enter data, sort and generate reports on various database programs including Panorama, iPHIS and Siebel.
• Provide data management to support the requirements of the Health Protection and Promotion Act.
• Create, monitor and adapt tracking devices for the purpose of maintaining accountability with respect to Ministry outcomes/expectations, and other program requirements.
• Prepare confidential correspondence, memos and reports for Sexual Health Services program staff.
• Receive and process confidential sexual health records.
• Collate statistics for clinical and case management services.
• Receive and record public inquiries related to sexual health and directs them to the appropriate staff persons.
• Provide customer service to clients and health care providers through answering phone calls, and in person at the program reception counter.
• Provide support to Sexual Health clinics, from fixed clinic locations and multiple off-site locations throughout the day and evening.
• Function as a member of a multi-disciplinary team, providing backup to other members of the administrative support group.
• Communicate with internal and external partners as required.
• Perform other duties as assigned.

Skills & Qualifications

• Post secondary education in business/office administration, computer studies, or customer service or related discipline.
• Minimum of three (3) years’ experience in a relevant clerical/administrative support role, preferably in a municipal or healthcare setting.
• Excellent organizational skills, exceptional customer service skills, strong financial/program administration and effective interpersonal skills with sensitivity to client needs in a confidential setting.
• A strong ability to accept and value the clients we serve and to project a non-judgmental attitude in interactions with clients is essential.
• Strong proficiency with MS Office software (Intermediate level Excel, Word, PPT, Outlook), Siebel, DocuSign, webinar/virtual meeting technology and database systems such as Panorama, iPHIS, EMRs, Siebel is preferred.
• Knowledge of OHIP Billing processes an asset. 
• Fluency in additional language(s) is an asset. 
• An equivalent combination of education and experience will be considered.

Working/ Employment Conditions

Working Conditions: 

• Travel throughout Halton Region will be required and incumbent must provide their own transportation.
• Flexibility in working hours including evenings and weekends may be required to meet program demands.

Employment Conditions: 

• Current (obtained within the past six (6) months), original and acceptable Vulnerable Sector Check, by the first day of employment. 
• The incumbent will be required to provide a copy of their driver’s license by first day of employment.
• The incumbent must be able to provide a current complete record of immunization according to the Ontario provincial immunization schedule including annual influenza immunization.