Program Assistant

5 months ago

Hamilton, Canada VON Canada (Ontario) Full time

**Requisition Details**:
Employment Status: Regular, Full Time (1.0 FTE)
Program Name: Community Support Services
Number of Hours Bi-Weekly: 75
Work Schedule: Days
On-Call: No

**Job Summary**:
The Program Assistant will perform administrative tasks with a high degree of accuracy. Tasks involve but are not limited to reception/telephone support, records/filing, management, collecting/processing data, photocopying, and scheduling. The Program Assistant reports to the Manager, Home, and Community Care, and working with other members of the Community Support Service (CSS) team will be responsible to carry out day-to-day administrative services in order to ensure effective and efficient operations of CSS programs.

**Responsibilities**:

- Provides general reception and clerical support to all Community Support Services
- Maintains service providers schedules as directed by site program management.
- Maintains accurate documentation and communications to clients, service providers and other VON staff.
- Utilizes appropriate customer service and communication skills to obtain information from the client/family where applicable and assigns clients to service providers using Procura software.
- Provides work assignments using knowledge of local geography that meets client need and maximizes continuity of care, while working within the provisions of collective agreements and established planning rules.
- Keeps up-to-date with daily changes such as changes in client service authorizations and/or care plans.
- Reschedules client visits when there is an unexpected change in the current day’s staffing levels such as a sick call.
- Receives and triage information in accordance with defined timelines.
- Enters data referral information and general information in client database.
- Filing/record management
- Invoice coding and reconciling
- Other duties as assigned

**Qualifications**:

- Office Administration Diploma from a post-secondary institution required plus a minimum of 3 years in an administrative office setting
- Proficiency in Microsoft office suite programs and working knowledge of the client/staff data base system - Procura is an asset
- Demonstrates professional manner and works collaboratively with colleagues, clients, families and community partners
- Ability to work independently and as part of a multidisciplinary team.
- Excellent oral/written communication, interpersonal and organizational skills.
- Ability to follow direction and maintain confidentiality.
- Must possess scheduling and verification experience

**Competencies**:

- Customer Service Skills: Identify customer needs and strive to meet and exceed those needs in a friendly, problem-solving focused manner
- Team Work: Participate effectively as a team member, share knowledge, experience and accountability for team efforts
- Verbal/written communication and interpersonal skills: Interact effectively and collaboratively with staff, volunteers, clients, customers, external partners and organizations
- Accountability: Accept responsibility for achieving the expectations of the job/role
- Quality Improvement: identify client needs and improve services by looking for ways to improve work processes based on result and/or evidence
- Accuracy: Complete tasks in a timely manner, while maintaining accuracy of information and close attention to detail
- Organizational Skills: Use resources and time effectively and efficiently and know how to organize work and activities to accomplish goals
- Personal Attributes: Demonstrates sound work ethics,ability to meet deadlines and deal with a wide variety of people on various issues

**Other Relevant Information**:

- Must possess a valid driver's license, have access to a reliable and have appropriate level of insurance
- A current and original copy of a satisfactory Criminal Records Check is required upon the start of your employment
- A Vulnerable Sector Search and/or Child Abuse Registry Check may be required
- Ability to speak French is an asset in French Designated areas
- The use of Personal Protective Equipment (PPE) may be required

Work Conditions and Physical Capabilities: fast-paced environment; attention to detail; lift and carry using appropriate lifting techniques; walk, sit, stand, and climb stairs; grip and fine hand movements.

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