Program Assistant

Vancouver Island Health Authority; Victoria; On-site; CAD 41,000 - 45,000; Full time

Job summary

Vancouver Island Health Authority (Island Health) is seeking a Program Assistant to support Mental Health and Substance Use programs, handling clerical and administrative tasks including appointment bookings, file maintenance, correspondence and data entry.

The role requires Grade 12, an Office Administration Certificate, 3 years of related experience, and MHSU experience. Strong MS Office skills and office procedures knowledge are essential.

Qualifications

• 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.

Responsibilities

• Manage psychiatrist and/or clinical team appointment bookings with clients.
• Maintain files and typing letters and tables and data entry; photocopying; setting up meetings and taking minutes.
• Utilize MS Office to format/design, run and maintain correspondence, reports, procedures, manuals, surveys, newsletters, web pages and databases.
• Gather and compile information as required for client information and statistics.

Skills

Typing 60 wpm

MS Office

Communication

Planning & organizing

Business writing

Problem solving

Rapport with clinicians

General office procedures

Data entry

Education

Office Administration Certificate

Tools

MS Office Suite

Job description

Eric Martin Pavilion (EMP) - Victoria, BC V8R 4Z3 CA (Primary)

Work Area (FBA Only)

Multi-Site

No

Travel Requirement

Travel between multiple sites may be required

Shift Start Time/End Time

0730-1530

Days Off

Vacancy Type

Regular FT

Salary Range (Hourly Rate)

$30.55 - $32.39

Paid FTE

1.0

Worked BI-WEEKLY HOURS

75

Planned Start Date

Oct. 21 2026

Approximate End Date (For Temporary Assignments ONLY)

Pending Return of Incumbent

No

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.