Program Assistant, Help Ahead

5 months ago

Scarborough, Canada STRIDES TORONTO Full time

**ABOUT US**

**ABOUT THE ROLE**

The **Program Assistant, Help Ahead** is a permanent full-time position that provides a broad range of administration support to the Help Ahead program management and staff, utilizing a strong customer service approach, to contribute to high quality services received by clients and families served by the program.

**_ Salary range:_** _$43,984.00 to $51,222.00 per annum._

**_ Benefits: _**_Competitive Group Health Benefits, Defined Contribution Pension plan._
- This position is represented by OPSEU local 567._
- This is a full-time permanent role._

**WHY JOIN OUR TEAM?**
- We provide a hybrid work model and competitive Group Health Benefits and Pension Plan.
- We provide opportunities for growth and professional development.
- We are committed to providing an equitable and inclusive environment where our diverse team members and clients can thrive.
- We have a collaborative and supportive Senior Management Team.
- We set high standards for performance, client outcomes, and implement best practices, which are demonstrated through our accreditation with the Canadian Centre for Accreditation.

**WHAT YOU WILL DO**
- Liaise with clients, healthcare professionals and their representatives, referral sources, service providers and partner agencies to ensure client information is complete and processed accurately to ensure their needs are met during service or program delivery.
- Document requests for service in a timely manner in the electronic client information system per provided procedures and in accordance with requirements for the program to allow staff to access and respond to the service request.
- Create and maintain electronic and paper records for the program, ensuring system data and documents are checked for accuracy and completeness, and are filed/ stored or entered/ uploaded to the appropriate physical location or database(s). Ensure confidentiality of records is maintained and meet the required level of security access (i.e., password protect/ encryption) per the organizational or program guidelines.
- Tracks invoices, liaises with agencies and external providers to ensure timely and accurate billing and payments.
- Provide administrative support that ensures the program manager and staff have the training, tools, and resources required to enable the delivery of service and meet client, family and program needs.
- Oversee full cycle of purchasing materials and supplies for team and program delivery, within purchasing allowances, which may include creating purchase requisition and/ or purchase orders, gaining required approvals, communication with vendors, organizing delivery, managing special courier arrangements (i.e., Duty/ Broker fees), reconciliation of packing slip, charge backs to departments, and forwarding of documentation to accounting.
- Provide coverage for Receptionist during breaks, meetings and extended absences, to ensure a client friendly, welcoming approach to clients and other visitors to the organization through answering phone calls, responding to inquiries and receiving clients and visitors that arrive at reception.

**THE “MUST HAVES”**

The following education, professional memberships and knowledge are a requirement for this role:

- Post-secondary education in Business or Office Administration.
- 2 or more years of administrative experience.
- Intermediate level computer and database skills (specifically MS Office - Word and Excel).
- Strong organizational and administrative skills.
- High level of accuracy and strong attention to detail.
- Effective interpersonal, as well as oral and written communication skills.
- Ability to prioritize work and manage multiple demands and must be able to balance the demands of the job, while being responsive and sensitive to all inquiries from staff, clients, and referring agencies.

**THE ‘NICE TO HAVES’**
- Certificate or Diploma in MS Office Specialist or Office Technology would be an asset.
- Standard First Aid & CPR Certification is an asset.
- Food Handler Certificate would be an asset.
- Trained in Conflict Resolution, Diversity and Inclusion and Anti-Black Racism is an asset.
- Demonstrated understanding of access and equity issues and sensitivity to diversity in the workplace and within the community.
- Exceptional Customer Service Skills is an asset.
- Knowledge and/or experience using Adobe Acrobat would be an asset.
- Demonstrated commitment to continuous quality improvement and adaptation to change would be an asset.
- Basic accounting knowledge would be an asset.
- Fluency in a second language is an asset.

**BEFORE STARTING WITH US**
- A Vulnerable Sector police check.
- A positive police check does not automatically disqualify an applicant for a position with Strides Toronto. The Police Check will be reviewed and evaluated for the purpose of making a decision on suitability for employment in relation to the specific duties and responsibilities of the position being filled.

**HOW

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