Program Assistant

2 weeks ago

Halton, Canada Halton Region Full time

**Program Assistant (Immunization Services / Vaccination Services)**:
**Job Summary**:
Reporting to the Supervisor, Immunization Services - Vaccination Services, in the Healthy Schools and Communities Division, this position provides data management support and coordination to the Vaccination Services Program Managers and Supervisors as well as support to Immunization Services teams, responding to internal and external client inquiries, managing confidential correspondence and records, and processing data relevant to the program.

**Duties & Responsibilities**:

- Supports the data entry requirements for Immunization Services programming and operations such as:

- receiving and processing of vaccine records for childhood and school-based immunizations;
- entry and processing of out-of-province vaccine records;
- administrative activities related to the enforcement of the _Immunization of School Pupils Act_ and the _Child Care and Early Years Act_;
- administrative activities related to the school-based immunization clinics, such as creating and populating mass immunization events in Panorama and COVax.
- Supports the maintenance of confidential files and records, including the management, filing, retrieving, and archiving of documents for storage in accordance with Regional protocol and departmental/corporate retention schedule.
- Accurately prioritizes, enters, sorts, and collates a high volume of data.
- Generates and creates reports on various database programs including Panorama and COVax.
- Creates, monitors, and adapts documentation tools and systems for maintaining accountability with respect to Ministry outcomes/expectations, and other program requirements.
- Receives and responds to service requests related to immunization records, escalating issues when required.
- Assists program staff and internal/external stakeholders in troubleshooting issues related to immunization reporting systems.
- Supports data requirements for external and internal program evaluation and consultations.
- Provides user set up, data entry training, mentoring, and support to the Immunization Services staff.
- Provides excellent customer service to clients, health care providers, and other stakeholders.
- Works collaboratively with public health colleagues, and participates in team meetings/huddles, and divisional, departmental, interdepartmental, and community committees as required.
- Performs other duties as assigned.

**Skills & Qualifications**:
**Essential**
- Secondary School Diploma.
- Recent experience in administrative and data entry/coordination activities within Immunization Services programming, including community and/or school-based immunization programs, processing of immunization records, and/or vaccine management and inventory.
- Strong time management, organization, critical thinking, decision-making and problem solving skills.
- Exceptional communication and interpersonal skills, strong political acuity, and proven ability to address escalated customer service issues in a calm and customer focused manner.
- Proficient in Microsoft Office Suite and other databases and software.

**Preferred**
- Post-secondary degree or diploma in administration, business, human resources, health discipline, or other related field.
- Knowledge and skill in project management, change management, evidence informed practices and stakeholder engagement.
- Knowledge of public health, determinants of health and the legislation and mandates governing public health including the Health Protection and Promotion Act, Ontario Public Health Standards, Immunization and the Health Care Consent Act.
- Minimum of two (2) years working experience in customer service, health, community or public health oriented environment.

**Working/ Employment Conditions**:
**Working Conditions**:

- The work location for this position will be hybrid, consisting of some work from home, and some in-office workdays, depending on operational needs of the program area.
- Standard hours of work are Monday to Friday, between the hours of 8:30am - 4:30pm. Flexibility in working hours may be required, with occasional work outside of standard hours, including on weekends.
- Travel across Halton Region may be required; the incumbents must provide their own transportation.

**Employment Conditions**:

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