Program Assistant

4 weeks ago

Hamilton, Canada St. Joseph's Home Care Full time

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.
  RESPONSIBILITIES: Performing general clerical functions (typing, filing, copying, faxing, correlating etc.) Transferring information from various sources into computer software (eg. 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 COMPETENCIES: Regularly demonstrates our mission, vision and values 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 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 Proven ability to be detailed oriented Maintaining on-going compliance to corporate policies and procedures, health and safety regulations, and relevant external standards 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 previous administrative related experience, required Basic understanding of Microsoft Office and Excel software, required Previous scheduling experience, required Basic knowledge of Procura software, and asset Previous experience working in a similar PA role, or an non-profit environment, an asset

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