22.17 - Casual Program Assistant - Jobs in Belleville, ON

Job Description

Hastings Prince Edward Public Health (HPEPH) serves the counties of Hastings and Prince Edward from four office locations including Belleville, Bancroft, Picton and Trenton. HPEPH is situated and provides services on the traditional territory of the Anishinaabe, Huron-Wendat and Haudenosaunee people. Our organization is comprised of approximately 140 multidisciplinary staff, working together to monitor the health of our local population, deliver programs and services within our communities, and help develop healthy public policies. We provide information and support in many areas to help improve the health and well-being of our residents. Together with our communities, we help people become as healthy as they can be.POSITION SUMMARY: Reporting to the Manager, Office Services, the Program Assistant (PA) will provide administrative support to at least one team, program, manager or supervisor. The PA will act as a central point of access, an advocate and an ambassador to the program(s) and organization through the provision of quality customer service and support in accordance with HPEPH policies, procedures and values.This casual PA position works to support planned and unplanned absences and to meet additional demands. They are expected to have availability on short notice although schedules will be planned in advance as much as possible. In addition, the casual PA will be scheduled periodically to attend training and remain current with job expectations. These positions will primarily work at the Belleville office, but could also be asked to work in the Trenton office and possibly in the Bancroft Office.Responsibilities Include

• Prepares agendas, records minutes, finalizes documents and distributes for a variety of meetings, committees, and groups.
• Performs accurate data entry and maintenance; produces reports from data and transmits as required.
• Responds to walk-in client requests; assists with client navigation and refers as appropriate.
• Completes registrations and makes appropriate arrangements such as travel, catering, shopping, as well as assisting with setting up and cleaning for meetings, workshops, programs, and events.
• Provides reception services, makes client appointments; completes appropriate forms and coordinates wait lists as needed.
• Receives and processes referrals, requests for information and resources, and makes referrals to appropriate staff.
• Manages records; ensures records as retained in accordance with applicable by-law of HPEPH policy and procedure.
• Assists in updating information and the maintenance of forms, manuals, reference binders, and operational plans.
• Maintains inventory of supplies for programs or services.
• Provides administrative support, including word processing, processing mail, emailing, printing, filing, photocopying, scanning, faxing, and arranging courier as required.
• Provides relief coverage for other program assistants as needed.
• Receives, records, and balances payments, and issues invoices and receipts as applicable.
• Performs other related duties as assigned.

MINIMUM QUALIFICATIONS: Education

• Completion of 1-year Office Administration post-secondary education, or an equivalent combination of relevant education and experience may be considered.

Experience

• 2 years of general office experience.

Knowledge, Skills, and Abilities

• Excellent interpersonal and customer service skills.
• Strong organizational, communication and administrative skills.
• Ability to manage multiple priorities while being responsive to customers.
• Adaptable and able to deal with constant interruptions and to cover alternate reception and service areas as required.
• Ability to maintain confidentiality and act with tact and discretion.
• Proficiency in Microsoft Office Suite (Word, Publisher, Excel and PowerPoint), and proven ability to learn new software programs.
• Experience with Adboe Acrobat Pro, MS Access and Novell Groupwise, an asset.
• Satisfactory Criminal Reference Check.
• Valid Ontario Drivers license and access to a vehicle.
• Immunizations must be up-to-date, in compliance with all applicable HPEPH policies (and maintained, subsequent to hiring).

Working ConditionsInteract with a variety of clients in person, by email and by phone. Ability to work in seated position for extended periods of time. Travel within HPEPH area. Typical hours are 8:30AM - 4:30PM, Monday to Friday. Additional hours may be required and could include working afternoons, evenings, weekends or holidays as needed.If you are interested in applying, we would encourage you to review our Submission Guidelines on our website.Applications must be submitted to our careers email address.HPEPH welcomes those with disabilities. To make arrangements for accommodation during the recruitment process, please contact Human Resources directly.Job Types: Fixed term contract, CasualSalary: From $24.31 per hourSchedule:

• Monday to Friday

Application deadline: 2022-09-07Quick Apply

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