24.41 - Program Assistant

2 days ago

Belleville, Canada Hastings and Prince Edward Public Health Full time

**Hastings Prince Edward Public Health (HPEPH)** serves the counties of Hastings and Prince Edward from four office locations including Belleville, Bancroft, Picton and Trenton. HPEPH is situated and provides services on the traditional territory of the Anishinaabe, Huron-Wendat and Haudenosaunee people. Our organization is comprised of approximately 140 multidisciplinary staff, working together to monitor the health of our local population, deliver programs and services within our communities, and help develop healthy public policies. We provide information and support in many areas to help improve the health and well-being of our residents. Together with our communities, we help people become as healthy as they can be.
- Hastings Prince Edward Public Health will be merging with Kingston Frontenac and Lennox & Addington Public Health, and Leeds, Grenville & Lanark District Health Unit as of January 1, 2025, to form the South East Health Unit. This position will continue to be filled under the new merged agency._

***:
Reporting to the Manager, Immunization, the Program Assistant (PA) will provide administrative support to at least one team, program, manager or supervisor. The PA will act as a central point of access, an advocate and an ambassador to the programs(s) and organization through the provision of quality customer service and support in accordance with HPEPH policies, procedures and values.

**Responsibilities Include**:
The scope of duties and responsibilities vary from program to program, dependent on requirements. Within the specific program scope, the PA shall perform many or all of the following duties:

- Maintains client demographics in Panorama including working with school boards to ensure information is received.
- Schedules clinics and maintains client records.
- Prepares agendas, records minutes, finalizes documents, and distributes for a variety of meetings, committees and groups.
- Performs accurate data entry and maintenance; produces reports from data and transmits as required.
- Responds to walk-in client requests; assists with client navigation and refers as appropriate.
- Completes registrations and makes arrangements such as travel, catering, shopping, and assisting with setting up and cleaning the area for meetings, workshops, programs, and events.
- Provides reception services, makes client appointments; completes appropriate forms and coordinates wait lists as needed.
- Receives and processes referrals, requests for information and resources, and makes referrals to appropriate staff.
- Manages records; ensures records are retained in accordance with applicable by-law or HPEPH policy and procedure.
- Assists in updating information and the maintenance of forms, manuals, reference binders, and operational plans.
- Maintains inventory of supplies for programs or services as requested.
- Assist clients with obtaining their immunization records as requested.
- Provides relief coverage for other program assistants as needed.
- Receives, records, and balances payments, and issues invoices and receipts as applicable.
- Performs other duties as assigned.

**Organizational Responsibilities**:

- Establishes and cultivates positive working relationships.
- Maintains effective communication and public relations.
- Actively serves on internal and external committees, work groups, etc. for HPEPH as assigned, and participates in the development of operational plans, as requested.
- Models, supports, and endorses Ontario Public Health/HPEPH values and change initiatives.
- Demonstrates a commitment to the HPEPH mission and values and acts as an ambassador for HPEPH when in contact with the public and other agencies.
- Where appropriate, identifies risk and implements risk mitigation strategies.
- Uses good judgement, and evidence where appropriate, to make informed decisions.
- Follows all applicable HPEPH, Ontario Public Health standards, legislation, and professional standards.

**MINIMUM QUALIFICATIONS**:
**Education**
- Completion of a one (1) year Office Administration post-secondary education; an equivalent combination of education, training and experience may be considered.

**Experience**
- 2 years general office experience.

**Knowledge, Skills, and Abilities**
- Excellent interpersonal and customer service skills.
- Strong organizational, communication and administrative skills.
- Ability to manage multiple priorities while being responsive to customers.
- Adaptable and able to deal with constant interruptions and cover alternate reception and service areas as required.
- Ability to maintain confidentiality and act with tact and discretion.
- Proficiency in Microsoft Office Suite (Word, Publisher, Excel, and PowerPoint), and proven ability to learn new software programs.
- Experience with Adobe Acrobat Pro and MS Access an asset.
- Immunizations must be up-to-date and maintained in compliance with all applicable HPEPH policies.
- Valid Ontario driver’s license and access to a reli

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