Program Assistant, Public Health Protection

Vancouver Island Health Authority; Victoria; On-site; CAD 43,000 - 45,000; Full time

Job summary

Vancouver Island Health Authority is seeking a capable Program Assistant to support Environmental Public Health, Facility Licensing, and Tobacco Vapour prevention programs. The role involves clerical tasks, file management, data entry, and meeting coordination to ensure accurate reporting.

The candidate will use MS Office tools to prepare documents, maintain records, and assist with fee collection and cross-office support. A strong eye for detail and organizational skills are essential.

Qualifications

• Grade 12 graduation or equivalent.
• Office Administration Certificate with courses in word processing, spreadsheets, and databases.
• Three (3) years recent related administrative or secretarial experience in a similar environment.
• Valid BC Driver's License and ability to pass a criminal record check.

Responsibilities

• Provide administrative and clerical support to Programs within Environmental Public Health, Community Care Facility Licensing & Tobacco Vapour Prevention and Control.
• Manage and maintain files, type letters and tables, data entry, photocopying, set up meetings, and take minutes.
• Use Excel, Word, PowerPoint and related software to format and maintain correspondence, reports, permits, licenses, procedures, newsletters, and databases.
• Gather information for reports and assist with fee collection and supporting other offices as required.

Skills

Typing 60 wpm

MS Office Suite

Data entry / records management

Verbal and written communication

Planning and prioritizing

Business writing

Problem solving

Education

Grade 12 graduation

Office Administration Certificate

Tools

MS Office Suite

Job description

Program Assistant, Public Health Protection - (233600)

Work Area (FBA Only)

Multi-Site

No

Travel Requirement

Travel between multiple sites may be required

Shift Start Time/End Time

0830-1630

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

Aug. 31 2026

Approximate End Date (For Temporary Assignments ONLY)

Pending Return of Incumbent

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, and 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 Team Leader, the Program Assistant provides administrative and clerical support to a range of Programs within Environmental Public Health, Community Care Facility Licensing & Tobacco Vapour Prevention and Control. Performs a variety of clerical and administrative duties, such as managing and 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, Word, Power Point and related desktop publishing and graphics software to format/design, run and maintain correspondence, reports, permits, licenses, procedure manuals, public orders, surveys, newsletters, web pages, communications, databases, and spreadsheets from rough draft or as directed. Participates with criminal record check applications, collection of fees and supporting other offices as required.

Gathers and compiles information as required, such as confidential client and facility information and statistics. Gathers, 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

Or an equivalent combination of education and experience

Valid BC Drivers License

Ability to pass a criminal record check

Skills And Abilities

• Ability to type 60 wpm
• Demonstrated skills in MS Office, including Word, Excel, Outlook
• Ability to use Word Processing, spreadsheets, database applications, and web applications
• Ability to prepare, maintain and control a variety of office records, documents, confidential correspondence files and related data with a high degree of accuracy and proficiency
• Ability to communicate effectively, both verbally and in writing
• Ability to apply knowledge of office practices and proceduresAbility to operate related equipment
• Ability to plan, organize and prioritize
• Business writing skills
• Knowledge of general office procedures
• Ability to analyze and resolve problems
• Physical ability to carry out the duties of the position