Program Assistant (Paramedic Services)

The Role

Provides program and administrative support to management and staff in Paramedic Services. Provides customer service to the public, community partners, and staff. 

Duties/Responsibilities

• Assists with new paramedic hiring processes (e.g., enters/tracks data, prepares paperwork, sets up scheduling, signs in applicants, creates new employee files). Follows up with applicants for outstanding documentation.
• Coordinates training and conference arrangements for staff (e.g., applications, registration, payment, accommodations, travel). Records and tracks related expenses, and obtains approvals by deadlines. Responds to related inquiries.
• Creates and maintains program resources (e.g., forms, templates, spreadsheets, contact lists), for approval
• As Records Assistant, maintains records management systems. Assists staff with information requests and follows corporate standards for file storage, retrieval, and disposal.
• Creates, tracks, and maintains courses, workshops, and events in the training registration system for the Division. Registers staff for orientation/training sessions.
• Processes mail and arranges for courier service.
• Keeps keys for program/storage areas and unlocks/secures doors. Issues and tracks identification/ access cards (Ministry and regional). Submits facility work orders as required.
• Participates in meetings (e.g., divisional, program, support staff, work groups).
• Orders, maintains, and tracks an inventory of program supplies. Has a purchasing card to support program needs, as authorized by management. Troubleshoots/ arranges servicing of office equipment and furniture as required.
• Participates in emergency response activities per prescribed role in the Department’s emergency response plan.
• Backs up other program assistants in the Department, as required.
• Performs related duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge of office and administrative procedures, basic accounting, word processing, and communication skills acquired through a Grade 12 education plus 2 years of related experience. 
• Knowledge of and ability to comply with policies, procedures, and related standards and legislation (e.g., privacy, accessibility). Familiarity with basic medical and program terminology and abbreviations. 
• Ability to maintain confidentiality, and access and privacy procedures when handling confidential and sensitive material. 
• Time management, organizational, and attention to detail skills to coordinate/plan own workload per priorities and schedules; work independently; ensure reports and correspondence are prepared, distributed, and filed per corporate, divisional, and Ministry standards and deadlines/timeframes; and adapt to changing priorities. 
• Communication and interpersonal skills to relate effectively and respond courteously and professionally to staff, community partners, and the public; understand and meet client needs in a professional, calm, supportive manner per guidelines; and participate as an effective team member.  
• Ability to read, understand, and edit program documents (e.g., correspondence, minutes, resource  material). Ability to write procedure manual for own job and program correspondence; complete forms and purchase requisitions; and maintain records (e.g., data, contact lists, minutes) using program terminology/abbreviations.
• Computer skills with ability to use software such as Microsoft Office, financial systems, provincial systems, and training registration systems. 
• Required to work out of a fully operational paramedic headquarters with exposure to lights, sirens, base pagers and uniformed personnel. Within the office, paramedics may be discussing a variety of calls they responded to, patient situations and outcomes as well as their own mental health, which may be difficult/triggering for some individuals.
• Ability to travel within Waterloo Region. 
• Ability to support and demonstrate the Region’s values.