Program Assistant

Position Summary
Kelowna Health and Service Centre has an exciting opportunity for a Relief Full-time Program Assistant to join their team! This position is anticipated to end September 2025 or upon return of incumbent. Hours of work are Monday to Friday 08:30 to 16:30.

What we offer:
• Employee & Family Assistance Program
• Employer paid training/education opportunities
• Employer paid vacation
• Medical Services Plan
• Employer paid insurance premiums
• Extended health & dental coverage
• Municipal Pension Plan
• Work-life balance
• Opportunities for career advancement

*** Effective April 1, 2024 new hourly rate is $26.63

What Will You Work On?
This position performs a variety of administrative support functions such as word processing, composing and preparing general correspondence for signature, telephone answering, responding to general inquiries related to the program, and coordinating the scheduling of meetings and travel as directed.

What should your application include?
• A current administered 5 minute typing certificate of 45wpm completed in the last 48 months from an approved institution (non-supervised tests are not accepted);
• Your Grade 12 Diploma or proof of completion;
• Your Resume indicating two years’ recent related experience, Or an equivalent combination of education, training and experience;
• A Cover Letter stating your availability to start in a new position;

If you are an experienced Clerk and want to be challenged in your role while working with a solid and experienced team in a wonderful working environment, Apply Today!

Typical Duties and Responsibilities include:
• Types a variety of correspondence including letters, memoranda, reports, forms, presentation material, newsletters from rough draft, general instruction and/or recording devises, using software applications such as word processing, spreadsheets, graphics, and databases.
• Coordinates meetings, as directed, by booking meeting rooms and relevant equipment, arranging catering, sending out meeting requests, typing and circulating agendas and relevant supporting material, and performing workshop registration as required. Records, transcribes and distributes notes or minutes of meetings.
• Coordinates travel arrangements as directed, by booking and confirming flights, vehicles and accommodation as required.
• Maintains appointment calendars by arranging and confirming appointments.
• Receives invoices and prepares staff expenses, reimbursements and monthly corporate visa statements by adding appropriate cost centers, obtaining approval signature, and forwarding to accounts payable for payment.
• Provides relevant/required information to the Purchasing Department in order for a consultant contract to be generated. Receives invoices and expenses from the consultant, adds appropriate cost centers, obtains approval signature, and forwards to accounts payable for payment.
• Maintains office supply inventory and required support material by placing orders, receiving and storing supplies and generating purchase orders.
• Answers telephone calls, takes messages and/or forwards calls as required. Answers inquiries from various stakeholders and team members by telephone and in person. Refers problems to Program Lead or Designate.
• Composes general correspondence as directed or drafts correspondence for review and signature.
• Prepares statistical information as required by gathering and compiling data, developing and formatting statistical charts and graphs using appropriate software.
• Receives, records, sorts and distributes incoming and outgoing mail, faxes, internal correspondence, and courier documents.
• Performs record management duties such as setting up and maintaining electronic and manual filing systems, and conducting file searches for requested information.
• Prepares and maintains spreadsheets from rough draft and general instruction for the monitoring of program/department activities. Refers problems to Program Lead or Designate
• Prepares and maintains web based communications and program/department intranet site and/or sharepoint site from general instruction using appropriate software. Refers problems to Program Lead or Designate.
• Provides orientation of program-specific software applications to various stakeholders, as required.
• Performs other related duties as assigned.

Qualfications
Education, Training & Experience:
Grade 12, two years’ recent related experience, or an equivalent combination of education, training and experience.

Skills and Abilities:
• Ability to keyboard at 45 wpm
• Ability to communicate effectively both verbally and in writing
• Ability to deal with others effectively
• Physical ability to carry out the duties of the position
• Ability to organize work
• Ability to operate related equipment