Program Assistant

Program Assistant (Temporary Contract)

Number of Openings:

1

Division:

Visiting Nursing

Full/Part Time/Casual:

Full Time

Program:

Visiting Nursing

Regular/Temporary:

Temporary

Location:

Head Office

Union:

Non-Union

Hours of Work:

Evenings (1pm-9pm)

- 75 hours bi-weekly

• Weekend rotation
  and Statutory Holidays
• times may shift based on program requirements

Posting Date:

November 11, 2025

Closing Date:

Until Filled

Wages:

Non-Union Wage Grid

Bands 2-3 $18.77-$28.55

French Language Skill Requirement:

N/A

This posting is for a current vacancy.

POSITION SUMMARY:

The Program Assistant – Visiting Nursing (PA-VN) is an administrative resource providing general clerical and admin support to the Visiting Nursing program. The PA-VN is responsible for data entry, collection of data, running reports, internal customer service, and other administrative tasks. The PA-VN is also responsible for the scheduling of the clinical field staff, assisting with payroll processing, and being the first point of contact for clinical field staff and patient inquiries. Additional responsibilities may include organization of events, ordering equipment / supplies, or participating on committees.

The PA-VN assists the Supervisor – Visiting Nursing and the Sr. Managers – Visiting Nursing in the successful day to day operation of the program.

CORE DUTIES AND RESPONSIBILITIES

• Performing general clerical functions (typing, filing, copying, faxing, correlating etc.)
• Transferring information from various sources into computer software (e. g. Procura, Excel)
• Using software to run reports and generate information as requested
• Preparing letters, notices, and other general documents for use in the Program
• Entering data into pre-established templates, spreadsheets and other forms
• Generating new reports, summaries, lists and forms as needed
• Coordinating program scheduling of field staff hours
• Fielding clinical staff calls regarding scheduling, relaying scheduling information to Supervisor or Sr. Manager
• Performing the data entry function as related to payroll information at the program level
• Collaborating with the Sr. Manager and/or the Payroll Coordinator in the accurate and efficient processing of payroll related information
• Performing general reception and phone duties within the program
• Assisting with program documentation, file management, mail and/or deliveries
• Working with team members to find continuous improvement initiatives and actions, making suggestions and offering team input
• Assisting other staff members in the execution of their duties as required
• Assisting with various program audits and surveys (hand hygiene audits, client satisfaction survey etc.)
• Troubleshoot patient and staff issues as it relates to scheduling as needed
• Ordering program supplies, as directed by the program Manager or Supervisor
• Participating in program discussions, working groups, committees or other collaborative activities
• Following standard program procedures
• Participating in special projects
• Other duties as required or requested

CORE COMPENTENCIES

• Regularly demonstrates our mission, vision and values:
• Support compassionate care, faith and diversity
• Deliver quality care, pursue and share knowledge, respect diversity, remain faithful
• Commit to working everyday with dignity, respect, service, justice, responsibility and enquiry
• Ability to work cooperatively with others; sharing information and utilizing the information from others
• Actively promotes a healthy, supportive and inclusive work environment
• Proactively contributes to initiatives, supporting and encouraging positive change
• Ability to demonstrate effective decision making within the scope of the role
• Skilled at thinking about creative solutions to everyday problems
• Solid team-based approach to every day work activities
• Good communication skills both verbal and written, with an excellent customer service mind set
• Positive and professional, with a "can do" attitude
• Willingness to regularly go the extra mile and actively support co-workers
• Ability to follow direction and listen to instruction
• Proven ability to be detailed oriented
• Maintaining on-going compliance to corporate policies and procedures, health and safety regulations, and relevant external standards
• Participating in both internal and external training requirements
• Participating in quality improvement initiatives
• Maintaining the privacy and confidentiality of all personal health records (including both client and personal), and following all the privacy and confidentiality requirements of any and all electronic medical record systems used (including but not limited to Procura and HPG)

QUALIFICATIONS

• Medical Terminology Diploma, preferred
• 0 – 1 year of previous administrative related experience, required
• Basic understanding of Microsoft Office and Excel software, required
• Previous experience working in a similar PA role, or a non-profit environment, an asset
• Previous scheduling experience, required
• Basic knowledge of Procura software, and asset

St. Joseph's Home Care is an equal opportunity employer, committed to equity, inclusiveness, and diversity across all our programs, practices, facilities, and team. AI is not used in our recruitment processes for the selection of candidates.

If you require any accommodations during the recruitment process, such as alternate formats of materials or accessible meeting rooms, please inform the hiring manager before your interview. Should you wish to conduct your interview in French, kindly contact our head office to arrange this in advance.

• While these are typical shifts there are no guarantees of hours, schedules may change from time to time to meet the needs of the program.

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