Job Description & How to Apply Below
The Program Assistant – Integrated Collaborative Care Program (PA-ICCP) is an administrative resource providing general clerical and admin support to the ICCP program. The PA-ICCP is responsible for data entry, collection of data, running reports, internal customer service, and other administrative tasks.
The PA-ICCP 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 inquiries. Additional responsibilities may include organization of events, ordering equipment / supplies, or participating on committees.
The PA-ICCP assists the Supervisor – ICC Program Admin and the Sr. Managers – ICCP in the successful day to day operation of the ICCP program.
CORE DUTIES AND RESPONSIBILITIES
Performing general clerical functions (typing, filing, copying, faxing, correlating etc.)
Transferring information from various sources into computer software (eg. 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.)
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 every day 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 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 any and all electronic medical record systems used (including but not limited to Procura and HPG)
KEY EDUCAITON AND EXPERIENCE
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 an non-profit environment, an asset
Previous scheduling experience, required
Basic knowledge of Procura software, and asset
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