Program Office Assistant Jobs in Ontario (NOW HIRING)

About the Organization:

The Barrie Area Native Advisory Circle (BANAC) is an Indigenous governed, Indigenous led regional social planning and development organization. The BANAC service region now covers Simcoe County, Muskoka, and York region. BANAC works in cooperation with Indigenous communities and non-Indigenous organizations to address community-identified priorities through coordinated planning, implementation and evaluation. BANAC has a mandate to support the continued promotion of Indigenous lifelong learning and community wellness through self-determination and community participation.

BANAC offers many innovative programs and services including Aging Well Senior Supports, Bebminot Family Wellness, the Biinoojinsauk Child Care Centre, Maapii Enjii Zaagi Gaazwad and the Mamaway Wiidokdaadwin Indigenous Interprofessional Primary Care Team. Mamaway Wiidokdaadwin offers a wholistic approach to wellness that includes traditional healing practices in primary care, community clinics, addiction and recovery services, counselling programs, midwifery, land-based healing programs, and community health promotion.

About the Role:

This position operates within an Indigenous-led and Indigenous-governed organization that is accountable to the communities it serves. Work is grounded in the principle of Indigenous Health in Indigenous Hands, ensuring that all programs and services are developed, delivered, and evaluated under Indigenous governance structures and community direction. In alignment with Indigenous and provincial standards, the organization upholds excellence in care, accountability, and compliance while centering on Indigenous knowledge systems, cultural safety, and self-determination in health and social service deliverables.

All employees are required to participate in organizational Indigenous Cultural Safety training and to engage in ongoing reflexive practices as part of their professional development. This includes a commitment to examining personal and systemic biases, deepening understanding of Indigenous histories and experiences, and ensuring that service delivery aligns with the values of respect, reciprocity, and wholism that guide the organization's work.

This position is being posted in response to an existing vacancy at the Barrie Area Native Advisory Circle.

The Registered Practical Nurse (RPN) is a key member of our interprofessional primary care team, providing direct nursing care and supporting the efficient operation of the clinic through clinical and medical office administrative duties. Working within their scope of practice, the RPN delivers patient-centered care, assists with assessments, treatments, and health education, and performs Medical Office Assistant (MOA) functions such appointment scheduling and management, referral coordination, telephone support, documentation, and maintenance of electronic medical records.

The RPN plays an important role in creating a safe, welcoming, and trauma-informed environment for community members accessing our services. This includes supporting patient flow, monitoring and managing the waiting room in a culturally safe way. The RPN addresses inquiries and interactions in a professional and compassionate manner, using effective de-escalation and therapeutic communication techniques when interacting with community members.

ROLE RESPONSIBLITIES:

Clinical (RPN) Responsibilities

• Perform nursing assessments, health screenings, and routine procedures (e.g., immunizations, wound care, injections, specimen collection) in accordance with the RPN scope of practice and clinic policies.
• Monitor and support chronic disease management (e.g., diabetes, hypertension) under the guidance of the primary care provider.
• Participate in health promotion and client education in collaboration with the interprofessional team.
• Triage walk-in clients and phone inquiries using clinical judgment and organizational protocols.
• Prepare examination rooms, assist with procedures, and maintain infection prevention and control standards.
• Visit assists as required e.g. vital signs, specimen collection prior to appointment, perform patient intake and health history updates
• Preparation of lab samples for pick up
• Managing referrals and internal program referrals
• Accurately document clinical encounters in the Electronic Medical Record (EMR) system as required.
• Participate in team meetings, case conferences, and quality improvement initiatives.
• Arrange community services and home care referrals as needed
• Coordinate diagnostic testing and follow-up
• Track abnormal results and ensure provider review

Medical Office Administration Responsibilities

• Manage clinical scheduling including triaging, booking, confirming, and modifying appointments.
• Coordinate follow-up appointments for internal and external providers
• Scan, upload, and file medical documents
• Process referrals to specialists and diagnostic services
• Track referral status and follow up on appointments
• Serve as the first point of contact for clients by answering phones, welcoming clients, and responding to inquiries in a respectful, culturally safe manner.
• Waiting room management including posting and removing signage, light tidying as required
• Grocery, supply and ordering for clinic supplies as needed
• De-escalation and support for clients upon entering clinical spaces
• Maintain accurate client records and ensure timely communication of referrals, requisitions, and test results.
• Process and manage clinical documentation, referrals, requisitions, and forms required for coordinated care.
• Scanning, faxing and prepping health record material for transfer and internal documentation requirements
• Order and track inventory of medical supplies, vaccines, and office materials.
• Support with health record management including transfers of records, requesting records from other providers
• Support with Joint Health & Safety committee and safety inspections on site as required
• Maintain an organized and efficient office environment.

What You Bring:

• Current registration in good standing with the College of Nurses of Ontario (CNO) as a Registered Practical Nurse (RPN).
• Completion of an RPN program from a recognized institution.
• Training or experience in Medical Office Administration preferred (certificate or equivalent work experience) an asset.
• Proficiency with Electronic Medical Records (EMR); experience with Telus Practice Solutions an asset.
• Certification in CPR (Level C) and current immunization record.
• At least 1-2 years of experience in a primary care, family health, or community clinic setting preferred. Excellent active listening, oral communication, and written communication skills
• Demonstrated experience working with Indigenous communities and clients; ability to provide culturally safe care
• Understanding of and adherence to client confidentiality legislation and best practices (e.g. PHIPA, ethical decision making, respecting professional boundaries)
• Experience collecting program data and preparing program reports to support program maintenance
• Experience creating educational programs and events to support skill development and/or build community
• Ability to work as part of an interdisciplinary team and independently
• Ability to work weekend and evening hours as required

What We Offer:

Our work is accountable to Indigenous communities, guided by relationships, knowledge, and practices that shape how we serve and learn together. Joining the BANAC team means contributing to work that is community-driven, relational and grounded in Indigenous values of respect, reciprocity, and wholism. We work alongside community members, Indigenous organizations and the broader community to ensure our programs reflect the voices and strengths of those we serve.

Our full-time permanent employees enjoy a generous group health benefits package, participation in HOOPP, enrollment in our Employee Assistance Program, paid time off, cultural leave days, extended holidays, professional training opportunities and the opportunity to work in a dynamic community-based supportive work environment.

PHYSICAL DEMANDS AND WORKING CONDITIONS:

• Work is typically performed in BANAC clinics, offices and / or in community settings.
• Regular travel to meetings and communities is required; access to a personal vehicle is required.
• Reliable Vehicle - Regional Travel Required.
• Regular overtime work may be required from time to time.
• Low to moderate exposure to noise in the work environment.
• Regular exposure to a moderate level of tension and anxiety due to deadlines, competing political pressures, and the competing needs and demands for limited resources.
• BANAC work site locations are periodically exposed to smoke due to the burning of sacred medicines: tobacco, sweet grass, sage and / or cedar.

All pertinent employment conditions are specified within the employment agreement with BANAC and include the following:

• Ability to attend all BANAC worksite locations is required
• Valid Class G Ontario Driver's License is required
• An up-to-date clear Vulnerable Sector Check is required
• An up-to-date clear TST result

Applying to this Job:

To further promote our accountability to the Indigenous communities we serve and to ensure services align with the values of respect, reciprocity, and wholism that guide the organization's work, preference will be given to candidates of Indigenous ancestry. BANAC strongly encourages applicants to self-identify within the application process.

Please apply directly on the Barrie Area Native Advisory Circle careers site at www.banac.on.ca/careers.

Barrie Area Native Advisory Circle is committed to providing accessible employment practices that are compliant with the Accessibility for Ontarians with Disabilities Act. If you require accommodation for disability during any stage of the recruitment process, please advise the Human Resources Department at: HR@banac.on.ca.

Please note that the Barrie Area Native Advisory Circle (BANAC) uses BambooHR as part of its recruitment and selection process. While BANAC incorporates select AI features to enhance process efficiency, BANAC remains committed to human-led decision making. BANAC recognizes that AI is not perfect, as a result all AI-generated outputs are subject to human review to ensure accuracy, inclusiveness and equitable hiring practices. At BANAC,

our goal is to use technology to support, not replace, thoughtful human decision making in recruitment and hiring.

DISCLAIMER: This job posting indicates the general scope and level of work expected. It is not designed to cover or contain a comprehensive listing of all activities, duties and / or responsibilities that will be required by the incumbent. The selected incumbent may be asked to perform other duties as required to support business needs.