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People & Programs Assistant

1 hour ago

Abbotsford, British Columbia, Canada Abbotsford Division of Family Practice Full time

Job Title: People & Programs Assistant

Company: The Abbotsford Division of Family Practice

Reports to: People & Culture Manager

Employment Type: Full-Time, Permanent

Location: Abbotsford, BC (Full-time in office during probation; hybrid model of 3 days in office / 2 days remote thereafter)

About The Abbotsford Division of Family Practice Team:

At the Abbotsford Division of Family Practice, we are a collaborative community dedicated to supporting family physicians in Abbotsford, BC. Our mission is to enhance operational efficiency through strategic initiatives and administrative support, fostering positive relationships and teamwork to achieve our goals. We value inclusivity, transparency, and continuous growth, creating an environment where innovation and creativity thrive.

We work closely with the Primary Care Network (PCN), Fraser Health, Doctors of BC, and local clinics to strengthen the delivery of team-based care across our community. Our communications efforts play a crucial role in engaging members, increasing awareness of initiatives, and supporting system-level improvements in primary care.

We are currently seeking a People & Programs Assistant to provide administrative, coordination, and program support across People & Culture initiatives, New to Practice (NTP) contracts, and PCN-related recruitment and retention activities.

Diversity Commitment:

We welcome individuals from all backgrounds, identities, and experiences. Diverse perspectives make our work stronger and more reflective of the community we serve.

What Does the People & Programs Assistant Do?

The People & Programs Assistant provides administrative and program coordination support to the People & Culture portfolio, with a strong focus on PCN-related initiatives, New to Practice (NTP) contracts, and physician recruitment and retention activities.

This role supports the accuracy, organization, and quality assurance of NTP and PCN-related data, documentation, and reporting, while also contributing to internal HR processes and project coordination. The Assistant works closely with the People & Culture Manager, physicians, internal teams, and external partners to ensure systems are well-maintained, information is accurate, and projects move forward smoothly.

This position is well-suited to someone who is detail-oriented, organized, and comfortable working across people-focused and program-based work in a healthcare or non-profit environment.

Key Responsibilities:

PCN & NTP Program Support

  • Support the administration of New to Practice (NTP) contracts, including tracking milestones, timelines, and deliverables.
  • Maintain organized, up-to-date records for each NTP physician, including contract details, documentation, and progress toward contractual targets.
  • Work closely with the Patient Attachment Team to ensure NTP and PCN-related data is accurate, complete, and aligned with reporting requirements.
  • Assist with preparing summaries, updates, and reports required by Fraser Health and the Ministry of Health, ensuring timely and accurate submission.
  • Support internal monitoring processes by identifying gaps, risks, or inconsistencies in NTP-related information and flagging issues for review.
  • Collaborate on continuous improvement of NTP tracking, reporting, and quality assurance processes.

People & Culture / HR Administration

  • Support the creation, formatting, and updating of HR documents, including:
  • Job descriptions
  • Organizational charts
  • Onboarding and offboarding checklists
  • Internal HR policies
  • Assist with performance management tools and processes such as tracking KPIs, organizing appraisal materials, and maintaining templates.
  • Maintain orderly filing systems (digital and/or physical) for HR and physician-support documentation.
  • Provide administrative support for internal HR initiatives including health and safety documentation, onboarding packages, and process updates.
  • Help ensure HR documents are consistent, current, and aligned with organizational standards.

Project & Program Coordination

  • Provide coordination support for key projects within the People & Culture portfolio.
  • Track project tasks, timelines, and deliverables, and update shared project plans and trackers.
  • Assist with preparing project materials such as slide decks, one-pagers, tools, and reference documents.
  • Support meeting logistics, including scheduling, agendas, notes, and action item follow-up.

Recruitment & Retention Support

  • Assist with administrative tasks related to physician recruitment pipelines (e.g., maintaining candidate lists, updating notes, tracking stages).
  • Support scheduling of candidate meetings, interviews, and site visits.
  • Help prepare recruitment packages, follow-up emails, and basic information summaries for candidates and clinics.
  • Provide administrative support for retention-focused activities such as resident tracking, medical student lists, and touchpoints.

Event & Operational Support

  • Provide logistical and administrative support for events and activities (e.g., medical student mixers, resident sessions, MOA events, conferences).
  • Assist with registration lists, attendance tracking, printing, and assembling materials, and preparing simple post-event summaries.
  • Support the People & Culture Manager with calendar management, meeting coordination, and day-to-day operational needs.
  • Help maintain operational spreadsheets, tracking tools, and internal calendars related to HR, NTP, and recruitment activities.
  • Other related duties as assigned.

Qualifications, Skills & Abilities:

  • Post-secondary certificate, diploma, or degree in Human Resources, Business Administration, Health Administration, or a related field; or an equivalent combination of education and experience.
  • Minimum 2 years of experience in an administrative, HR support, program coordination, or project coordination role.
  • Strong attention to detail and accuracy, particularly when working with data, reports, and documentation.
  • Demonstrated ability to organize information, manage multiple tasks, and meet deadlines in a fast-paced environment.
  • Strong interpersonal and relationship-building skills, with the ability to collaborate across teams and with external partners.
  • Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint, Teams) and comfort learning new systems (e.g., SharePoint, internal trackers).
  • Experience maintaining spreadsheets, trackers, or databases for program or contract-related information is an asset.
  • Familiarity with HR documentation (job descriptions, onboarding, policies) is an asset.
  • Knowledge of the BC healthcare system or experience working with physicians, healthcare providers, or non-profit organizations is preferred.
  • Cultural awareness and a commitment to respectful, inclusive communication.

Work Environment & Remuneration:

  • Employment Type: Full-Time, Permanent
  • Salary Range: $56,100 to $58,500 per annum
  • Benefits: Comprehensive health and wellness benefits package available after the 3-month probationary period
  • Reimbursements: $35 per pay for phone allowance, plus mileage reimbursement for work-related vehicle use
  • Professional Development: Annual training and education allowance of $500, plus up to 5 days' paid leave for course work, study, or exams
  • Paid Time Off:

15 days PTO (pro-rated)

Paid office closure during Christmas & New Year's

Paid birthday day off

  • Schedule:

Occasional evening meetings/events

Full-time in office during probation

Hybrid model thereafter

9-day fortnight schedule, with every other Friday off

  • Other Requirements: Due to the confidential nature of the role, candidates must agree to sign a confidentiality agreement. Background checks and reference checks are required as part of the hiring process.

Application Process:

Please submit your resume and cover letter to , indicating "People & Programs Assistant" in the subject line. Applications will be accepted until the position is filled.

We thank all applicants for their interest. Only those selected for an interview will be contacted.

Job Types: Full-time, Permanent

Pay: $56,100.00-$58,500.00 per year

Benefits:

  • Casual dress
  • Company events
  • Extended health care
  • Flexible schedule
  • Mileage reimbursement
  • On-site parking
  • Paid time off
  • Tuition reimbursement
  • Work from home

Work Location: In person