Program Assistant - Contract until February 1, 2027

Join the Western Ottawa Community Resource Centre and be part of a passionate team dedicated to improving lives, while making a tangible impact on your community. WOCRC values the diversity of its employees and the knowledge, skills and contributions that each brings to the organization. Our work is meaningful, fulfilling, and can be demanding, so we are committed to offering our staff compensation that is fair and competitive for our industry along with a comprehensive suite of benefits to support staff health, wellness, and financial security.

Subject to status of position, we offer generous paid time off policies, including 4-weeks annual vacation, 3-weeks annual sick leave, salary top-up plans, a superb Employee Assistance Program, Health, Dental and Disability Insurance, a world-class Pension Plan (HOOPP), discounted gym memberships and a flexible, supportive work environment. We believe in providing what staff need to thrive, grow, and feel connected and included in our mission.

POSITION SUMMARY:

The Program Assistant, Community Support, will work closely with the Community Support Service Coordinators to provide a community and volunteer-based approach to service delivery to older adults and adults with physical disabilities.

PRINCIPAL RESPONSIBILITIES AND DUTIES:

Administrative and program supports of Meals on Wheels, Transportation, Social Programs, Foot Care, Service Arrangement, and/or Visiting Social/Safety services

• Telephone triage requests and forward to appropriate internal staff members
• Book intake appointments for Service Coordinators through Care Dove
• Receive requests for service from clients and work with program partners to process service requests
• Support and consult with team members to ensure that services and supports are delivered and maintained meeting the individual needs of the older adult / adult with disabilities
• Collaborate with program partners to ensure consistent delivery of services
• Preparing weekly route sheets for services and volunteers/ paid drivers for meals delivery;
• Orienting new volunteers and paid drivers for service delivery
• Provide support and supervision for volunteers and staff to ensure the necessary skills and information to perform the duties of their position
• Recording volunteer mileage and volunteer hours;
• Submitting mileage reimbursement for volunteers;
• Completing yearly performance appraisals with volunteers
• Preparation for weekly/ monthly congregate dining and social activities ( ordering meals, booking entertainment, guest speakers)
• Recording weekly statistics for all programs;
• Documenting client contact in CIMS
• Data entry; pre billing checks;
• Arranging payment of monthly invoices to suppliers;
• Invoicing clients on a monthly basis;
• Maintain equipment and supplies for programs and ensure regular updates and maintenance is completed

Advocacy

• Support and promote advocacy skills of community members and assume an advocate role as required
• Support and advocate on behalf of clients and their families in obtaining services through other social and/or health providers
• Actively participate in committees regarding services available, gaps in services and issues affecting clients and their families

Community Education

• Participating as a community support team member at internal and external meetings; including local and/or regional service related committees/work groups/networks
• Promote awareness of issues affecting older and persons with disabilities amongst colleagues and community members
• Develop community strategies to increase awareness of issues affecting members of our communities served
• Participate as a staff member in internal and external meetings, public relations events, fundraising events and media contacts as requested
• Responding to community requests for information
• Presentation to community groups as requested
• Engage in outreach activities to heighten public awareness of the Centre and its services
• Promote CSS Services through development of internal and external promotional material
• Collaborate with Corporate Service for internal and external publication of promotional material

Coordination of service and policy

• Participate as a Community Support team member at internal and external meetings
• Take a leadership role and/or participate in advocacy and coordination committees of social and health services on a local level, particularly related to issues affecting seniors and persons with physical disabilities
• Design, maintain and implement appropriate procedures for effective service delivery
• Adopting and promoting a participatory style of planning and problem solving
• Provide coverage for team members as required
• Facilitate programming and support groups as required
• Advocacy for coordinated planning of services
• Establishing and maintaining links with community groups and agencies to facilitate referrals and positive working relationships

Training and Development

• Participate and contribute to the recognition of volunteers associated with Community Support services
• Provide staff development training to colleagues on areas of expertise
• Providing training and support to students, volunteers and team members as required
• Provide training to community groups as necessary
• Provide opportunities for students and volunteers to practice skills and participate in the delivery of Community Support services

Ensure evaluation of service

• Prepare and maintain client and information files
• Prepare and maintain all necessary documentation and statistics related to responsibilities and duties on a monthly, quarterly and annual basis
• Participate and contribute to the Centre’s evaluation
• Participate and contribute to all CSS evaluations
• Be accountable for payments, billings, petty cash and/or other financial record-keeping related to the provision of services and client fees associated with the services

Qualifications

Education & Experience

• SSW, DSW with training in Gerontology, Community Support or equivalent in education and training
• Minimum two years of experience in social and health services working with older adults and/or adults with disabilities
• Knowledge of local communities served
• Knowledge of and commitment to working within a community based, strength based model
• Public speaking and public education skills an asset
• Strong organizational and communication skills
• Valid drivers license, access to a vehicle, adequate insurance coverage

Language Competencies

• Ability to communicate fluently in English, spoken and written
• Ability to communicate in French, an asset
• Ability to communicate in other languages reflective of populations served is an asset

Computer Competencies

• Microsoft Office Suite of Products – Intermediate
• Data Base

WOCRC has an accommodation process in place that provides accommodations for employees with disabilities. If you require a specific accommodation because of a disability or a medical need, please do not hesitate to let us know how we can best accommodate you.

We are an equal opportunity employer. All employment decisions are based on business and job requirements. All qualified applicants will receive considerations for employment based on individual qualifications, without regard to age, ancestry, colour, race, citizenship, ethnic origin, place of origin, creed, disability, family status (including single status), gender identity, gender expression, record of offences (in employment only), sex (including pregnancy and breastfeeding), sexual orientation or any other status protected by the laws or regulations in Ontario.

Note: WOCRC may use AI-enabled tools to support the recruitment process including application tracking and/or resume screening, etc.

This role represents an existing vacancy.