Programs Assistant Jobs in Ontario (NOW HIRING)

Title: Program Assistant, Community & Supportive Care
Hours: 30 hours per week
Reports To: Director, Community & Supportive Care

Rate of Pay: $25.50 per hour

____________________________________________________________________________________

Position Summary

St. Joseph's Hospice is a charitable, faith-based organization that provides compassionate, holistic care to individuals living with a life-limiting illness, as well as support for their families, caregivers, and those grieving the loss of a loved one. Hospice programs and services are provided at no cost and are available regardless of age, gender, religion, race, ethnicity, sexual orientation, or financial circumstances.

Working as part of an interdisciplinary team, the Program Assistant provides administrative, program, and client support to the Community & Supportive Care department. This position is often the first point of contact for clients, families, volunteers, and community members and plays an important role in creating a welcoming, compassionate, and supportive experience.

The Program Assistant supports the coordination and delivery of grief and bereavement, palliative care, wellness, volunteer, and community education programs. The role requires exceptional organizational skills, emotional maturity, professionalism, discretion, and the ability to interact confidently and compassionately with individuals who may be experiencing grief, crisis, or emotional vulnerability.

Depending on education, experience, and organizational need, the Program Assistant may also support client intakes, assist with psychosocial screening, and co-facilitate grief support groups under the supervision of registered professional staff.

Benefits and Pension: The successful candidate will be eligible to join the Hospice Benefits and Pension Plan (HOOPP - Healthcare of Ontario Pension Plan)

Key Responsibilities

Client Services & Navigation

• Serve as a welcoming first point of contact for clients, families, volunteers, and community partners.
• Respond to telephone, email, and in-person inquiries with professionalism, empathy, and sensitivity.
• Assist clients in navigating available hospice services and programs.
• Coordinate program registrations, appointments, waitlists, cancellations, and follow-up communications.
• Prepare client admission and program materials.
• Maintain accurate client information within the electronic client record (InfoAnywhere).
• Conduct follow-up calls and client check-in calls as assigned.
• Support intake processes and psychosocial screening when appropriately trained and delegated.

Program Coordination

• Support the planning, organization, implementation, and evaluation of Community & Supportive Care programs.
• Assist counsellors, social workers, spiritual care providers, program coordinators, and volunteers in delivering individual and group services.
• Co-facilitate grief support groups or educational sessions when qualified and assigned.
• Prepare program materials, attendance records, evaluation forms, refreshments, and meeting spaces.
• Support education sessions for staff, volunteers, students, and community members.
• Assist with program promotion, community outreach, and health fairs.

Wellness Centre Support

• Coordinate Wellness Centre bookings and appointment confirmations.
• Prepare client documentation and health history forms.
• Maintain supplies, treatment spaces, linens, and equipment.
• Ensure treatment areas are clean, organized, and welcoming.

Special Events

• Support the planning and coordination of memorial services, client appreciation events, education sessions, volunteer recognition activities, and other special events.
• Coordinate invitations, registrations, RSVP tracking, room bookings, catering, and event logistics.
• Assist with event setup, implementation, and follow-up.

Administrative Support

• Provide administrative support to the Director and Community & Supportive Care team.
• Monitor departmental email accounts and respond or redirect inquiries appropriately.
• Maintain client, volunteer, and program records.
• Track attendance, volunteer hours, program statistics, and outcome measures.
• Compile reports and assist with quality improvement initiatives.
• Prepare room schedules, forms, correspondence, and program resources.
• Scan and maintain electronic documentation.
• Participate in committee work and organizational initiatives as assigned.

Facilities & Program Support

• Coordinate meeting room bookings and setup.
• Ensure meeting rooms and program spaces are prepared and equipped.
• Maintain program supplies and office inventory.
• Provide basic technology support for meetings and groups.
• Assist with additional departmental responsibilities as required.

Qualifications

Education & Experience

• Diploma or degree in Social Service Work, Thanatology, Social Work, Human Services, Psychology, Community Services, or a related field preferred.
• Experience working within hospice, palliative care, grief and bereavement, healthcare, community services, or the charitable sector is considered an asset.
• Experience supporting vulnerable individuals and families is preferred.
• Experience facilitating groups or providing client intake support is an asset.
• Experience working with volunteers is considered an asset.

Knowledge, Skills & Abilities

• Demonstrated compassion, empathy, emotional maturity, and professionalism.
• Ability to communicate calmly and effectively with individuals experiencing grief, loss, illness, or emotional distress.
• Excellent interpersonal, communication, and relationship-building skills.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Exceptional attention to detail and accuracy.
• Ability to work independently while contributing effectively within an interdisciplinary team.
• Sound judgement, critical thinking, and problem-solving abilities.
• Ability to maintain strict confidentiality and professional boundaries.
• Excellent customer service skills with a welcoming and inclusive approach.
• Strong computer skills including Microsoft Office and experience with electronic client records or databases.
• Ability to adapt to changing priorities within a dynamic healthcare environment.
• Physical ability to lift up to 40 lbs. and assist with room setup and event preparation.

Personal Attributes

The successful candidate will demonstrate:

• Compassion and genuine care for others.
• Warmth, patience, and emotional resilience.
• Professionalism and integrity.
• Initiative and flexibility.
• Strong collaboration and teamwork.
• Respect for diversity, inclusion, and person-centred care.
• Commitment to the Mission, Vision, and Values of St. Joseph's Hospice.

Qualified Candidates should submit their cover letter and resume to Human Resources, St. Joseph's Hospice of London, nancy.tyndall@sjhospicelondon.com