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Job summary

The Program Support Assistant coordinates client access, manages clinic reception, and maintains accurate records and databases. They also provide essential administrative support to the interdisciplinary team, including scheduling, payroll, and inventory management.

Job details

Salary The salary range for this position is CAD $30.55/Hr. - CAD $32.39/Hr. Job Accuracy Posting Flag The hours of work, including start and stop times, days off, work area and work site may be subject to change consistent with operations requirements and applicable provisions of the Collective Agreement and statutes. **Testing may be required. ***A criminal record check may be required Summary Help keep a leading harm reduction clinic running smoothly, making it easier for clients to access the care they need.Crosstown Clinic is now hiring a temporary full-time Program Support Assistant to join our harm reduction-driven team in Vancouver’s Downtown Eastside. In this role, you’ll be an essential part of the team behind the care we deliver, helping coordinate client access, keep information and clinic operations organized, and provide the administrative support that allows our interdisciplinary team to focus on delivering high-quality, relationship-centred care. What is Crosstown? A leading substance use treatment program in Vancouver’s Downtown Eastside, Crosstown is the first clinic in North America to provide prescription diacetylmorphine through Injectable Opioid Agonist Therapy (iOAT). Here, clinicians provide specialized, relationship-centred care to people with substance dependence, helping clients find greater stability while supporting their goals along the continuum of substance use and connecting them with the community, primary care, mental health and social services they need. Crosstown is supported by an on-site pharmacy and an interdisciplinary care team composed of physicians, nurses, social workers, and other care professionals. What you will be doing Coordinate client access and clinic reception: Support client intake, book and confirm appointments, maintain waiting lists, respond to inquiries from clients and community partners, and provide helpful, respectful service to people accessing the clinic. Keep records, schedules and information organized: Maintain client charts, databases, registers and filing systems; update documentation; prepare correspondence and reports; and ensure information is accurate, secure and accessible to the appropriate staff. Support the day-to-day operations of the clinic: Coordinate supplies, purchasing, inventory, maintenance, security and other site needs, working with internal teams and external service providers to keep the clinic functioning safely and efficiently. Provide administrative support to the team: Support the Patient Care Manager and designated staff with scheduling, meetings, timekeeping, payroll and other administrative processes, while contributing to clinic procedures, orientation and ongoing operational improvements. What You Bring Education, Training, and Experience Grade 12, supplemented with standard commercial and related computer courses, medical office assistant course from a recognized institution, plus three (3) years’ recent, related experience, or an equivalent combination of education, training, and experience. Skills and Abilities Ability to operate related equipment and proven word processing skills, ability to create and work with spreadsheets, Microsoft Office documents and clinical databases. Ability to type 45 wpm. Business writing skills. Knowledge of the principles and practices of office and community clinic management. Ability to maintain effective working relationships with employees, patients, other service providers and the public. Ability to explain clinical contracts, clinic procedures and regulations, to maintain confidentiality and to communicate effectively both verbally and in writing. Ability to work under pressure, to multi-task, to problem-solve, to take initiative, to anticipate potential problems/conflicts and take appropriate actions, to organize and prioritize workload and meet deadlines. Ability to supervise the maintenance of complex clinical records and to prepare statistics/narrative reports from the records. Ability to work as part of a team and to participate in meetings. Ability to operate standard office equipment. Ability to deal with and direct members of the building trades/maintenance, to direct repairs and provide recommendations on renovations/upgrades/repairs. Physical ability to carry out the duties of the position. What We Offer Competitive Pay: $30.55 - $32.39 CAD per hour, depending on experience Growth opportunities: We welcome individuals at all stages of their career, offering opportunities for professional development and growth. State-of-the-art facilities: The new St. Paul’s Hospital and health campus will be the most innovative approach to the delivery of integrated care in B.C. and Canada, designed to appropriately address the future health needs of patients, families, and our communities. From hospital care to primary and community health solutions, the new St. Paul’s Hospital and health campus will continue to lead innovations in care, research, and teaching. The new St. Paul’s Hospital is expected to open in 2027. Inclusive culture: We respect the diversity, dignity and interdependence of all persons. We value the cultural richness that our diverse workforce brings to the care of our equally diverse population of patients and residents. Meaningful impact: You will have the opportunity to work for an organization that is deeply committed to safeguarding of our surrounding environment by contributing to high quality care while promoting sustainable practices in your everyday work. A comprehensive health benefits package including dental, vision, and life insurance as well as pension. Who We Are Providence Health Care is one of the largest faith-based health care organizations in Canada. For the people at Providence, living our Mission, Vision and Values means providing British Columbians with compassionate, socially just, exceptional and innovative care every day. From our humble roots 129 years ago, Providence Health Care has grown into a globally recognized leader in research, teaching, and care. As individuals within a mission-driven organization, we choose to be part of PHC because we value its long-standing dedication to social justice and compassionate care, its active efforts to advance environmental sustainability and planetary health, and its meaningful engagement in the process of Truth and Reconciliation with Indigenous Peoples. Curious about our culture and what it’s really like to work here? Check out the video below to meet some of the incredible people who make Providence a truly special place to work. Your Day to Day: Performs secretarial duties for the Patient Care Manager and/or other designated staff such as screening and prioritizing incoming clinic mail, maintaining appointment schedules, maintaining clinic booking system, arranging meetings, and taking minutes, composing correspondence, and updating database in accordance with established procedures. Performs clerical duties such as inputting client information, preparing and maintaining client charts, maintaining relevant registers/databases, updating manuals, and preparing medical and other reports, forms, tables, letters, presentation material from rough draft, general instruction, using software applications such as word processing, spreadsheets, graphics, and databases. Answers general inquiries by telephone and in person from a variety of sources such as clients, doctors’ offices, community agencies, the staff, and the public, allows access into office, and provides direction and/or general information about programs and policies. Refers problems to Supervisor. Assists with client intake by performing duties such as obtaining information, completing documentation required for admission, and liaising with information sources to obtain additional client information. Schedules and confirms clients for services and establishes and maintains waiting lists. Performs record management duties such as setting up and maintaining numeric, alphabetical, and subject filing systems, indexing files, and materials to be filed, and conducting file searches for requested information. Assists Patient Care Manager by providing input in the development and interpretation of worksite policies/procedures and related documents, in response to organizational needs such as site security and safety, space and physical assets and in the recommendation of space, furniture and/or equipment. Authorizes expenditures within a set limit, maintains/balances petty cash account and processes associated billings. Processes and monitors expenditures by performing duties such as developing/maintaining capital inventory systems at work site, verifying operating inventory levels for the worksite, reviewing requisitions, sourcing special supplies, initiating and placing purchase orders with approved/designated suppliers and ensuring the following functions are maintained: receiving/storing/distributing supplies/equipment, checking invoices against orders and good received, resolving discrepancies, maintaining inventory points and placing new orders when established re-order points are reached. Arranges building maintenance and cleaning including liaising with janitorial/maintenance staff, arranging external/internal maintenance, recommending, and overseeing minor modifications/renovations to the worksite and participating in space planning and space utilization, as per established policies and procedures. Assists with security functions for site, checks that doors are locked, and alarms activated, escorts unwelcome visitors out of the building, reports incidents to appropriate staff or authorities, provides access to surveillance videos to authorities, and obtains appropriate services in emergencies. Assists in the orientation of new staff to the worksite with regards to office/clinic functions, records management and clinic flow and maintaining timekeeping and attendance records. Assists in implementing and ensuring compliance with organizational and departmental standards for records management for the worksite, including entry of patients to PHC patient care information system and transport of records for Chart Scanning. Performs payroll functions such as maintaining the security of timesheets and payroll records, reviewing timesheets for accuracy, sorting, and distributing cheques, and investigating and responding to employee inquiries related to payroll. Liaises with IMIS and Facility management on a variety of related issues as required. Performs other related duties as assigned. We acknowledge that Providence Health Care & the new St. Paul’s Hospital site is located on the traditional, ancestral, and unceded territory of the Coast Salish Peoples, including the territories of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations.

What you’ll do

The Program Support Assistant coordinates client access, manages clinic reception, and maintains accurate records and databases. They also provide essential administrative support to the interdisciplinary team, including scheduling, payroll, and inventory management.

Requirements

Candidates must have a Grade 12 education supplemented by commercial or medical office assistant courses. A minimum of three years of recent, related experience is required, along with proficiency in Microsoft Office and a typing speed of 45 wpm.

Benefits

• Dental insurance • Vision insurance • Life insurance • Pension

Listed skills

• Problem solving · Preferred
• Administrative Support · Preferred
• Communication · Preferred
• Multi-Tasking · Preferred
• Microsoft Office · Preferred
• Data entry · Preferred
• Inventory management · Preferred
• scheduling · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Client intake
• Records management
• Scheduling
• Data entry
• Microsoft Office
• Business writing
• Inventory management
• Payroll processing
• Timekeeping
• Clinic operations
• Communication
• Problem-solving
• Multi-tasking
• Confidentiality
• Invoicing
• Management
• Operations
• Prioritization
• Curiosity
• Innovation
• Writing
• Research
• Office Equipment
• Facility Management
• Inventory Management
• Space Planning
• Indexing
• Proactivity
• Administrative Support
• Clerical Works
• Ability To Meet Deadlines
• Environmental Sustainability
• Multitasking
• Record Keeping
• Integrated Care
• Primary Care
• Medical Prescription
• Compassion
• Statistics
• Mental Health
• Reconciliation
• Social Work
• Purchasing
• Social Justice
• Community Health
• Filing
• Teaching
• Records Management
• Spreadsheets

Job areas

• Healthcare
• Administrative
• Social Services
• Security & Safety
• Program Support Assistant
• Medical Assistant
• Medical Assistants