St. Joseph's Home Care

Program Assistant - St. Mary's Health Program

SM H@H - Kitchener, ON, Canada - Part Time


Program Assistant
St. Mary’s Health
 
Number of Openings:1Division:St. Mary’s Health
Full/Part Time/Casual:Part-TimeProgram:St. Mary’s Health @ Home
Regular/Temporary:RegularLocation:Kitchener, Waterloo, Cambridge & Guelph
Union:Non-UnionHours of Work:Tuesdays & Thursdays
8:30 am-4:30 pm
*approx. 15 hours bi-weekly
Posting Date:August 20, 2026Closing Date:Until Filled
Wages:$19.15 - $29.12 per hourFrench Language Skill Requirement:N/A
This posting is for a current vacancy.

POSITION SUMMARY:
The Program Assistant is an administrative resource providing general clerical and admin support to various clinical programs.  The Program Assistant is responsible for data entry, collection of data, running reports, internal customer service, and other administrative tasks.  The program assistant 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 inquiries.   Additional responsibilities may include organization of events, ordering equipment / supplies, or participating on committees.

The program assistant will assist other Clinical Managers 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 Clinical Managers
  • Performing the data entry function as related to payroll information at the program level
  • Collaborating with the Clinical Managers 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.)
  • Ordering program supplies, as directed by the Clinical Managers
  • 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:
    1. Support compassionate care, faith and diversity
    2. Deliver quality care, pursue and share knowledge, respect diversity, remain faithful
    3. 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 everyday 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
  • 1-2 years previous administrative related experience, required
  • Basic understanding of Microsoft Office and Excel software, required
  • Previous experience working in a similar Admin Assistant or Clerical role, an asset
  • Experience working in a non-profit and/or unionized environment, an asset
  • Previous scheduling experience, required
  • Basic knowledge of scheduling 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.
 
Apply: Program Assistant - St. Mary's Health Program
* Required fields
First name*
Last name*
Email address*
Location
Phone number*
Resume*

Attach resume or Paste resume

Attach resume as .pdf, .doc, .docx, .odt, .txt, or .rtf (limit 5MB) or paste resume

Paste your resume here or attach resume file

Are you legally allowed to work in Canada?*
Do you have at least 1 year of administrative experience?*
Do you have a certificate in Medical Terminology?*
Do you have experience with scheduling?*
Do you have experience working for a non profit organization?*
Do you have experience working in a unionized environment?*
Do you have experience using Alyacare?*
Do you have experience using Electronic Medical Records (EMR) software?*
Do you have experience using Microsoft 365, particularly with workflows and Teams channels?*
This position requires rotating weekends and statutory holidays. Are you available to work every other weekend and holidays as required?*
This position supports our St. Mary's Health @ Home program that encompasses the program boundaries of Wellington County including Kitchener, Cambridge, Waterloo and Guelph. Are you able to travel between these locations for work when required to support operational needs?*
What class is your Ontario drivers license?*
Do you have access to a reliable vehicle to use for all of your scheduled shifts?*
Proof of Liability coverage is required for this position. Standard coverage is usually 1 million liability coverage. Do you have or are you will to obtain 2 million dollar liability coverage on your insurance policy)*
Please upload a copy of your Driver's License.*
What would be your wage expectation for the position?*
Human Check*