Program Assistant - Halton Programs

St. Joseph’s Home Care; Oakville; On-site; CAD 26,381 - 40,115; Full time

Job summary

St. Joseph’s Home Care seeks a temporary Program Assistant – Halton Assisted Living Program (PA-HALP) to provide clerical and administrative support across Halton Region.

You will enter data, run reports, support scheduling of clinical staff, process time sheets and assist with audits and communications. The role requires meticulous data handling, proficiency with Excel and Microsoft 365, and a proactive team approach.

Qualifications

• Medical Terminology Diploma preferred.
• 1+ year administrative experience required.
• Proficient with Microsoft 365 and Excel.
• Experience in PA role or nonprofit environment is an asset.
• Scheduling or payroll experience is an asset.

Responsibilities

• Perform general clerical functions (typing, filing, copying, etc.).
• Transferring information into computer software (e.g., Excel).
• Run reports and generate information as requested.
• Prepare letters, notices, and general documents for the Program.

Skills

Data entry

Attention to detail

Microsoft Excel

Microsoft 365

Team collaboration

Education

Medical Terminology Diploma

Tools

Microsoft 365

Excel

Job description

Program Assistant – Temporary (6 Months)

Location: Burlington / Oakville / Milton.

Hours: 8am-4pm / 8:30am-4:30pm (Average 75 hours bi-weekly).

Wages: $19.15 - $29.12 per hour (Dependent on experience).

Position Summary

The Program Assistant – Halton Assisted Living Program (PA-HALP) is an administrative resource providing general clerical and administrative support to a Community Support Services program. The PA-HALP is responsible for data entry, collection of data, completing audits, running reports, internal customer service, and other administrative tasks as needed. The PA-HALP is also responsible for assisting in the scheduling of clinical staff, time‑sheet processing, and being the first point of contact for clinical staff inquiries. Additional responsibilities may include organization of events, ordering equipment/supplies, or participating on committees. The PA-HALP assists the Supervisor – HALP and the Manager – HALP in the successful day‑to‑day operation of the program.

Core Duties and Responsibilities

• Performing general clerical functions (typing, filing, copying, faxing, correlating etc.)
• Transferring information from various sources into computer software (e.g., Excel)
• Using software to run reports and generate information as requested
• Preparing letters, notices, and other general documents for use in the Program
• Entering data into pre‑established templates, spreadsheets and other forms
• Generating new reports, summaries, lists and forms as needed
• Assisting with scheduling of field staff hours
• Fielding clinical staff calls regarding scheduling, relaying scheduling information to Supervisor or Manager
• Assisting with the data entry function as related to payroll information at the program level
• Assisting with program documentation, file management, mail and/or deliveries
• Working with team members to find continuous improvement initiatives and actions, making suggestions and offering team input
• Assisting other staff members in the execution of their duties as required
• Assisting with various program audits and surveys (hand hygiene audits, client chart audits, client satisfaction survey, etc.)
• Travelling between three sites within Halton Region (Milton, Oakville and Burlington) and to head office
• Ordering program supplies, as directed by the program Manager or Supervisor
• Participating in program discussions, working groups, committees or other collaborative activities
• Following standard program procedures
• Participating in special projects
• Other duties as required or requested
• Troubleshoot patient and staff issues as it relates to scheduling as needed

Core Competencies

• Regularly demonstrates our mission, vision and values:
  1. Support compassionate care, faith and diversity
  2. Deliver quality care, pursue and share knowledge, respect diversity, remain faithful
  3. Commit to working everyday with dignity, respect, service, justice, responsibility and enquiry
• Ability to work cooperatively with others; sharing information and utilizing the information from others
• Actively promotes a healthy, supportive and inclusive work environment
• Proactively contributes to initiatives, supporting and encouraging positive change
• Ability to demonstrate effective decision making within the scope of the role
• Skilled at thinking about creative solutions to everyday problems
• Solid team‑based approach to everyday work activities
• Good communication skills both verbal and written, with an excellent customer service mindset
• Positive and professional, with a “can do” attitude
• Willingness to regularly go the extra mile and actively support co‑workers
• Ability to follow direction and listen to instruction
• Proven ability to be detail oriented
• Maintaining ongoing compliance to corporate policies and procedures, health and safety regulations, and relevant external standards
• Participating in both internal and external training requirements
• Participating in quality improvement initiatives
• Maintaining the privacy and confidentiality of all personal health records (including both client and personal), and following all the privacy and confidentiality requirements of all electronic medical record systems used (including but not limited to Procura and HPG)

Qualifications

• Medical Terminology Diploma, preferred
• 1+ year previous administrative related experience, required
• Proficient Understanding of Microsoft 365 and Excel software, required
• Previous experience working in a similar PA role, or a non‑profit environment, an asset
• Previous scheduling or payroll experience, an asset

Equal Opportunity Employer

St. Joseph’s Home Care is an equal opportunity employer, committed to equity, inclusiveness, and diversity across all our programs, practices, facilities, and team. AI is not used in our recruitment processes for the selection of candidates. If you require any accommodations during the recruitment process, such as alternate formats of materials or accessible meeting rooms, please inform the hiring manager before your interview. Should you wish to conduct your interview in French, kindly contact our head office to arrange this in advance.