Program Assistant

Vancouver Island Health Authority; Victoria; On-site; CAD 30,000 - 60,000; Part time

Job summary

An established industry player in health services is seeking a dedicated Program Assistant to support Mental Health and Substance Use programs. This role is essential in ensuring patient and staff safety while performing various administrative tasks, including managing appointments, maintaining files, and compiling reports. The ideal candidate will possess strong skills in MS Office, effective communication abilities, and a commitment to improving quality and safety in healthcare. Join a forward-thinking organization where your contributions will make a significant impact on the community's health and well-being.

Qualifications

• Grade 12 graduation and Office Administration Certificate required.
• 3 years of administrative experience in a similar environment.
• MHSU experience is essential.

Responsibilities

• Provide clerical support for Mental Health and Substance Use programs.
• Manage appointment bookings and maintain files.
• Compile information for reports and assist with data entry.

Skills

Typing

MS Office (Word, Excel, Outlook, PowerPoint)

Communication (verbal and written)

Office practices and procedures

Organizational skills

Business writing

Problem analysis and resolution

Rapport building with clinicians

Education

Grade 12 graduation

Office Administration Certificate

3 years administrative experience

MHSU experience

Tools

Excel

Access

Word

PowerPoint

Job description

Western Communities MHSU Services - Victoria, BC V9C 0S2 CA (Primary)

Work Area (FBA Only): Multi-Site

Travel Requirement: Travel between multiple sites is a regular/on-going requirement

Shift Start Time/End Time: As required: 0830-1630

Days Off: N/A

Vacancy Type: Casual

Salary Range (Hourly Rate): $28.80 - $30.53

Planned Start Date: Oct. 7 2024

CRC required? (employee will be working with or have access to children or vulnerable adults and requires a Criminal Record Check): Yes

Job Description

In accordance with the Vision, Purpose, Values, and strategic direction of the Vancouver Island Health Authority (Island Health), patient and staff safety is a priority and a responsibility shared by everyone; as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

Reporting to the Coordinator, Administrative Services, the Program Assistant provides support to a range of Programs within Mental Health and Substance Use, projects and initiatives. Performs a variety of clerical and administrative duties such as managing Psychiatrist and/or clinical team appointment bookings with clients; maintaining files; typing letters and tables and data entry; photocopying; setting up meetings and taking minutes.

Utilizes a variety of personal computer application software such as Excel, Access, Word, Power Point and related desktop publishing and graphics software to format/design, run and maintain correspondence, reports, procedure manuals, surveys, newsletters, web pages, communications, databases, and spreadsheets from rough draft or as directed. Gathers and compiles information as required, such as client information and statistics. Researches, organizes, and summarizes information for reports.

QUALIFICATIONS:

Education, Training And Experience

• Grade 12 graduation.
• Office Administration Certificate including courses in word processing, spreadsheet and database software.
• Three (3) years recent related administrative or secretarial experience in a similar environment.
• MHSU experience required.
• Or an equivalent combination of education, training and experience.

Skills And Abilities

• Ability to type 60 wpm.
• Demonstrated skills in MS Office, including Word, Excel, Outlook and PowerPoint.
• Ability to communicate effectively, both verbally and in writing.
• Ability to apply knowledge of office practices and procedures.
• Ability to operate related equipment.
• Ability to plan, organize and prioritize.
• Business writing skills.
• Ability to establish and maintain rapport with Psychiatrists and clinicians.
• Knowledge of general office procedures.
• Ability to analyze and resolve problems.
• Physical ability to carry out the duties of the position.