Program Admin Assistant - Regina, SK (Personal Services)

Location: Regina, SK
Position: Part Time Permanent
Closing Date: August 15, 2025

The Program Admin Assistant provides administrative support to the Clinical Assessment and Resources Services team.  The Program Admin Assistant processes assessment and psychiatric referrals, as well as distributes completed assessments.  The Program Admin Assistant manages, schedules, and confirms all psychiatric clinics.  In addition, the Program Admin Assistant maintains and updates files and processes reports.

Education and Professional Certification

• Certificate or diploma in office administration or a related field of study.

 Experience

• Minimum one (1) year of experience working in an office environment.
• Experience working on computers with software packages including; Excel, Word, and Outlook.  Experience working with various databases.

 Skills and Characteristics

• Ability to complete tasks independently and efficiently.
• Strong interpersonal skills with the ability to form professional working alliances.
• Strong written and oral communication skills.
• Ability to adapt to new situations.
• Effective time management and organizational skills with the ability to prioritize.
• High attention to detail.
• Emotional competence and self awareness.
• Strong problem solving and decision-making skills.
• Open to continuous education and learning and development opportunities.
• Proficient computer skills.

Services

• Process assessment referrals which includes; maintaining and updating the participant list and the clinician tracking reports, preparing and distributing clinical forms, preparing and maintaining client files, and notifying the treatment team of processed referrals.
• Distribute completed assessments which includes; maintaining and updating clinician reports and assessment tracking statistics, copying, distributing, and filing completed assessments, and filing completed testing protocols.
• Process psychiatric referrals which includes; preparing participant files, updating participant lists, and scheduling clinics.
• Schedule, confirm, and provide administrative support at all psychiatric clinics.
• Transcribe dictation tapes and distribute copies to the appropriate team member(s) and upload psychiatric notes to agency database.
• Prepare billing for the psychiatrists.
• Maintain and update files for the program.
• Liaise with the pharmacy team.
• Develop, maintain, and update documentation and correspondence such as reports, letters, and forms.  Complete all documentation clearly, accurately, and in a timely manner.
• Distribute documents, forms, and correspondence to the appropriate person, department, or external stakeholders.
• Perform other related duties as assigned.

 Leadership

• Keep informed on agency policies and procedures, and organizational structure to facilitate questions from the treatment team appropriately.
• Provide direction, guidance, and training to new employees when required.
• Display positive role modelling, agency values, and fairness.
• Ensure policies, procedures, and agency standards are being met.

Management of Resources

• Maintain office supply inventory and order office supplies as needed. 
• Ensure maintenance of office equipment and arrange for repairs and service as required.
• Distribute forms, assessments, and other files or information to the appropriate team member when required.

 Safety

• Maintains, promotes, and reinforces safe work habits, practices, and procedures.
• Adheres to written or verbal agency and government regulations, policies, practices, and instructions.

 
Additional Requirements

• The incumbent is responsible for completing all mandatory training requirements for the position as per agency policy and guidelines.  
   

Wage Range for this position is $24.02 to $31.06 per hour, depending on experience. 

This position will require availability to work all Monday evenings (4:30-7:30) and two Saturday mornings in a month (9:30 to 12:30). Shift hours may change as required.

For more information please contact Natashia Schoenroth at natshia.schoenroth@ranchehrlo.ca.

See job description