24-12 Program Assistant

5 months ago

Barrie, Canada SIMCOE MUSKOKA DISTRICT HEALTH UNIT Full time

Open communication and the healthy exchange of ideas inspire an innovative workplace culture at the Simcoe Muskoka District Health Unit. As an award-winning* organization committed to service delivery excellence, we know that people are our most valuable asset.

Are you a dynamic, results oriented individual looking to join an organization committed to service delivery excellence? Then we would like to hear from you. As an employee at the health unit you will be treated fairly and with dignity and respect. The health unit provides a positive work environment where you are engaged, can freely exchange ideas, communicate openly, be innovative and are encouraged to practice work-life balance.

At the Simcoe Muskoka District Health Unit, we are champions of health for all. Our staff works with individuals and families, agencies and communities in Simcoe Muskoka to promote and protect health, and to prevent disease and injury.

The health unit is governed by the Board of Health and is funded municipally and provincially. Guided by our strategic plan and our core values, we work with you toward achieving an important vision - to see the people who live, work and play in Simcoe Muskoka leading healthy, fulfilling and productive lives.

Public health activities are also guided by the Ontario Public Health Standards.

**Purpose of Position**:
This position may be assigned to support any health unit program in any of the Simcoe Muskoka District Health Unit (SMDHU) office locations and will provide administrative assistance including: word processing and data entry; minute taking; file and record management; developing promotional materials; formatting documents, presentations and reports; photocopying; mail distribution; ordering/distributing/maintaining office supplies & materials; arranging for equipment maintenance or repair; sign-out of office equipment; and maintaining effective communication with all staff and the general public. Requirement to collect, secure and/or track cheques, cash, or issue receipts. Travel time and mileage to a branch office assignment will be compensated per agency Travel Conservation and Reimbursement Policy.

Hours of work in office locations are fixed:
Business hours are 8:30 a.m. to 4:30 p.m., Monday to Friday with a lunch time office closure of 12:30 p.m. to 1:30 p.m. in branch offices. The Barrie offices does not have a lunch hour closure, coverage will be coordinated amongst administrative support staff in the reception area.

**Responsibilities**:
Thorough knowledge of all SMDHU programs to be able to effectively provide administrative support to the departments, programs, and the public;
Provide general office administration support, including ordering & distribution of office supplies, arranging for equipment maintenance and repair, signing out equipment, meeting room and technology setup, coordinate couriers and mail;
Maintain records & provide data management, including security;
Provide information and respond to requests from the public and staff and appropriately direct inquiries:

- Regular ongoing support to harm reduction clients
- Clinic support for: sexual health, immunization, and oral health

Handling of petty cash;
Monitoring of vaccine fridge temperature logs and alarms, including release of vaccines to Health Care Providers;
Maintains asset inventory, including key distribution and security access card maintenance for visitors and contractors;
First Aid, Health and Safety, Emergency Management including:

- Fire Watch duties as per the Ontario Fire Code
- First Aid/CPR/AED Certification as per Health and Safety protocol
- IPAC Protocol (i.e., clean up of blood and bodily fluid spills, clinic clean up)
- Tornado Watch Procedures (i.e., localized weather monitoring);
- Suicide Triage Algorithm Orientation;
- Panic Alarm Protocol.

Travel throughout Simcoe Muskoka to any of the 7 SMDHU offices as assigned;
Contribute to team and agency effectiveness.

**Specific knowledge, skills, abilities**:

- Intermediate skills in Microsoft Word, Excel, PowerPoint and Outlook;
- Demonstrated skills in database and desktop publishing software;
- Advanced proof-reading skills;
- Demonstrated ability to develop and/or format materials and documents in accordance with agency standards including the selection of appropriate graphics and resources;
- Demonstrated record/data management skills including filing management skills (electronic and paper);
- Demonstrated ability to establish and maintain an information/resource database relevant to program or functional unit;
- Demonstrated ability to organize and prioritize work;
- Demonstrated ability to manage time effectively and meet deadlines;
- Demonstrated ability to manage multiple demands;
- Demonstrated oral communication and interpersonal skills including ability to deal with staff and the public in routine and challenging situations;
- Able to work independently within established parameters and to function effectively as a m

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