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About the Role
The Middlesex-London Health Unit has an exciting opportunity for a full-time Program Assistant to work on the Healthy Babies Healthy Children team in the Family and Community Health division.
Responsibilities
- Provide administrative support for the Healthy Babies Healthy Children Team
- Enter data and key client information into specific Ministry software programs and other data entry
- Process client referrals, including receiving, tracking, and documenting referral information and maintaining related databases checklists and run routine reports
- Prepare for meetings, prepare agendas, and take meeting minutes
- Schedule appointments, meetings, and room bookings, and support the development and maintenance of accurate program calendars and schedules.
- Communicate by telephone, emails, MS Teams with team members, clients, and community partners
- Maintain and update shared electronic files, templates, and standardized forms to support team operations and consistent program delivery
- Maintain existing spreadsheets and databases, create Excel spreadsheets, and support program reporting requirements
- Format and prepare key documents, reports, and letters, and handle mail
- Order necessary supplies, maintain inventories, resources, mailing lists and key contacts
- Maintain accurate budget documents, reconcile credit card statements as appropriate and process invoices
- Filing, record keeping, and document management (paper and electronic)
- Perform other duties as assigned
Requirements
- Post-secondary program in administrative studies of at least one year
- Candidates who have an equivalent level of expertise acquired through related employment experience and on-the-job training or alternative education may be considered in order to support Employment Equity.
- Strong interpersonal and communication skills in order to provide excellent customer service and work effectively with team members
- Skills and experience in supporting teams and managers, including taking initiative
- Ability to take initiative, problem solve, prioritize work, meet deadlines, and balance completing work demands while ensuring programming needs are met
- Ability to work efficiently while maintaining a high level of accuracy in work tasks
- Demonstrated ability to prepare comprehensive and accurate meeting minutes
- Experience and expertise with Ministry databases (i.e., ISCIS) and Electronic Client Records (ECR or Profile)
- Proficiency in computer applications, including Microsoft Office Suite (i.e. Word, Excel, Teams, SharePoint)
- Skills and knowledge to work with an increasingly diverse population, and knowledge of health inequities.
- Demonstrated commitment to contributing to a positive workplace environment
- Ability to work flexible hours
Skills
- Interpersonal skills
- Communication skills
- Customer service
- Teamwork
- Initiative
- Problem solving
- Prioritization
- Time management
- Accuracy
- Meeting minute preparation
- Ministry databases (e.g., ISCIS)
- Electronic Client Records (ECR or Profile)
- Microsoft Office Suite (Word, Excel, Teams, SharePoint)
- Working with diverse populations
- Knowledge of health inequities
- Positive workplace contribution
- Flexible hours
- French and/or other language proficiency (asset)
Location
- London, Ontario
Work Type
- Full-time
Education Level
- Post-secondary program in administrative studies of at least one year
Salary/Compensations
- $25.89 to $33.66 hourly
About the Company
- The Middlesex-London Health Unit is committed to equity in employment.
- As an equal opportunity employer, we are committed to establishing a qualified workforce that is reflective of the diverse population we serve.
- We encourage applications from equity seeking communities including Indigenous peoples, racialized people, persons with disabilities, and those who identify as 2SLGBTQIA+.
Equal Opportunity
- As an equal opportunity employer, we are committed to establishing a qualified workforce that is reflective of the diverse population we serve.
- We encourage applications from equity seeking communities including Indigenous peoples, racialized people, persons with disabilities, and those who identify as 2SLGBTQIA+.
- Candidates are encouraged to voluntarily self-identify in their cover letter, in a transparent manner, as part of the application process.
- When a candidate voluntarily discloses such information in their application, the information will be kept confidential.
- Disclosure and/or self-identification with an equity-seeking community will not lead to advantageous treatment of a candidate who is not qualified.