Program Assistant - Visiting Nursing

Location: Millgrove

POSITION SUMMARY:

The Program Assistant – Visiting Nursing (PA-VN) is an administrative resource providing general clerical and admin support to the Visiting Nursing program. The PA-VN is responsible for data entry, collection of data, running reports, internal customer service, and other administrative tasks. The PA-VN is also responsible for the scheduling of the clinical field staff, assisting with payroll processing, and being the first point of contact for clinical field staff and patient inquiries.

Additional responsibilities may include organization of events, ordering equipment / supplies, or participating in committees.

The PA-VN assists the Supervisor – Visiting Nursing and the Sr. Managers – Visiting Nursing 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. Procura, 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

Coordinating program scheduling of field staff hours

Fielding clinical staff calls regarding scheduling, relaying scheduling information to Supervisor or Sr. Manager

Performing the data entry function as related to payroll information at the program level

Collaborating with the Sr. Manager and/or the Payroll Coordinator in the accurate and efficient processing of payroll related information

Performing general reception and phone duties within the program

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 satisfaction survey etc.)

Troubleshoot patient and staff issues as it relates to scheduling as needed

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

CORE COMPENTENCIES

Regularly demonstrates our mission, vision and values:

Support compassionate care, faith and diversity

Deliver quality care, pursue and share knowledge, respect diversity, remain faithful

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 mind set

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 detailed oriented

Maintaining on-going compliance with 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 any and all electronic medical record systems used (including but not limited to Procura and HPG)

QUALIFICATIONS:

Medical Terminology Diploma,
preferred

0 – 1 year previous administrative related experience,
required

Basic understanding of Microsoft Office and Excel software,
required

Previous experience working in a similar PA role, or a non-profit environment,
an asset

Previous scheduling experience,
required

Basic knowledge of Procura software, and asset