Program Assistant-Developmental Services

Deadline: Posting Has Expired
Location: Sioux Lookout, ONCommitment: Part Time

Under the direction of the Developmental Services Director, the Program Assistant will provide administrative support to the Management Team. In addition, this position will provide administrative support to the Developmental Services Team.

QUALIFICATIONS

  • Certificate or Diploma in Secretarial Arts and/or Office Administration or equivalent,
  • Minimum two years’ experience in administration/executive/secretary support;
  • Strong computer skills; proficiency in Microsoft Office a must including Excel, Outlook, Word and Power Point;
  • Strong knowledge of office procedures and practices. 
  • Experience working in and with First Nation people, communities and leadership
  • Valid Class G Ontario driver’s license
  • Must provide an appropriate criminal records check
  • Work experience and/or education in a mental health related area is considered an asset
  • Previous office administration experience is considered an asset
  • Excellent communication skills (verbal, written, and interpersonal)
  • Excellent time management and organizational skills 
  • Demonstrates initiative, self-motivation and able to work independently as well as part of a team
  • Demonstrates professionalism, accountability and maintaining confidentiality
  • Ability to multi-task, meet deadlines and adapt in a fast-paced environment
  • Task-centered, maintain a high level of efficiency and strong attention to detail
  • Knowledge and sensitive of First Nations populations
     

 

DUTIES

  • Provide program/administrative assistance to Developmental Services Unit
  • Provide administrative assistance to the Developmental Services Unit
  • Provide receptionist duties for Developmental Services Unit staff
  • Assist with gathering clinical data for the Ministry reporting
  • Distribute Developmental Services Unit client reports to families and those who they have consented to share information with
  • Coordinate meetings; including assisting with travel arrangements, 
  • Direct requests from inside and outside the agency for information to the appropriate personnel
  • Maintain/update filing systems; both paper and electronic files, scan when necessary 
  • Assist in the development of program activities
  • Data entry and creating spreadsheets; Prepare and assist in creating Power Point presentations
  • Performing errands/duties at various sites as required
  • Adherence to confidentiality requirements/policies
  • Assist in the planning and coordinating of activities and scheduling in calendar, coordinating of meeting materials, preparation of meeting agenda and minutes as well as distribution;
  • Travel planning: coordinate travel arrangements and disseminate itineraries
  • Assist in the maintenance of and/or organize the filing system 
  • Record and file documents that include: meeting minutes, letters, memorandums, work plans, reports, and confidential correspondence 
  • Schedule and attend meetings, prepare agendas and complete minutes/summaries 
  • Assist in editing and preparing all documents (including administration forms) prior to submitting for signatures and/or mailing
  • Receive, record, and deliver inter office communications  
  • Access Outlook e-mail for messages or information sharing/circulation
  • Complete data entry as required using the current information management system; organize and compile reports as required 
  • Complete regular verbal and written reports
  • Assist Developmental Services staff in organizing and/or maintaining filing systems
  • Assist in the design and development of program forms for department use
  • Other related duties as directed