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PROGRAM ASSISTANT - POSITION DESCRIPTION

 

Department:     Customized Employment

Title:                     Program Assistant             

Reports to:         Disability Services Department Manager                            

Wage:                  $26 per hour / 20 hours per week

Deadline to submit:        November 15, 2020

ROLE SUMMARY

WDCS North Ltd. delivers the Customized Employment Counselling Program for persons with disabilities and unique barriers to employment for the Work BC Program.  Program services are delivered across Catchment #43, including the communities of Prince George, Valemount, McBride and Mackenzie, BC.

The role of the Program Assistant will be to assist the Customized Employment Coordinator to fulfill administrative and program reporting duties related to the delivery of the services. The successful candidate will demonstrate above average organizational skills, attention to detail, ability to work well under pressure, the ability to manage multiple deadlines and be fluid and responsive to work flow changes.  Database operations, case file management and scheduling will be crucial skills utilized in the performance of this job.  Labor Market research and employer networking will also be required in this position as well as the ability to learn and adapt to technology changes rapidly.

 

RESPONSIBILITIES

Provide administrative support to the Customized Employment Counsellor that will include:

  • Scheduling client appointments and monitoring staff schedules and activities

  • Updating client notes, both hard copy and electronic formats.

  • Updating and maintaining program specific Case Management data base with client notes, follow up results and activity progressing

  • Making staff travel arrangements as necessary

  • Liaising with Work BC staff as needed, attending staff/team meetings

  • Monitoring Program communications, updating program policy and procedures and managing program specific communications

  • Arranging for supports for program participants including such things as transportation supports, training and referrals to external organizations

  • Attending employer events, hiring fairs etc.

  • Providing direct client services as needed to individuals on job sites which may include observing clients work duties, making suggestions to increase employee success, assisting with problem solving and employee/employer relations

  • Provide services to Clients in a manner that is welcoming, safe and professional and ensures that their privacy rights are protected. Service is to be in accordance with Contract performance requirements to support that Client in achieving the highest level of Labor Market Attachment and self-sufficiency possible for the Client

  • Determine Client eligibility for services and supports in accordance with any applicable Ministry Eligibility Requirements and Ministry Policies

  • Provide formal needs assessments and multi-dimensional needs assessments or obtain and interpret additional assessments as per Ministry/ WDCS policy to develop an Action Plan for a Client

  • Create a Client File for each Case Managed Client and fully document all Case Management Services in accordance with Ministry Policy and WDCS guidelines

  • Confirm Client Status for each Case Managed Client by determining whether the Client is an EI or BCEA Client and obtaining proof of the Client’s status from the Client, where status has not already been confirmed

  • Determine Client financial need and support services required as part of case management in line with Ministry policies and Client eligibility requirements

  • Regularly contact each Client in accordance with a schedule agreed to between the Case Manager and the Client and fully document the Client’s progress, each action taken and the service delivery channel used

  • Fully document the results of a Client’s Services, activities or tasks, including any activities or tasks the Client completes independently, and attach to the Client File an electronic copy of any relevant documents, including but not limited to agreements, receipts and progress reports

  • Develop an Action Plan, in accordance with Ministry Policy, for every Client accepted for Case Management, collaborating with the Client and reaching agreement on the objectives, Services, activities and tasks recorded in the Action Plan

  • Gain the Client’s commitment and engagement to fully participate in Case Management and develop an Action Plan and work with Clients to create, update and revise action plans. Collaborate with other organizations as necessary to coordinate a Client’s Action Plan Services and Financial Supports.   Support and monitor the progress of each Case Managed Client by reviewing the Client’s progress with the Client and comparing it against the Client’s Action Plan

  • Support Clients with awareness and navigation support, including accessing community resources specified in their Action Plans, including facilitating and following up on referrals as appropriate

  • Determine Client financial needs and eligibility for support and keep up-to-date on application procedures for EI Benefits and BCEA.  Provide Clients with any basic, general information they may require to make those applications

  • Stay up-to-date on any other programs or funding sources that Clients may access to provide any Client with information the Client may require to apply for those programs or funding sources

  • Stay up-to-date about other potential employment program options for Clients, and support Clients as needed to access them as appropriate and when eligible.

 

TEAM APPROACH

  • The Program Assistant will be expected to work as a part of an integrated service delivery team comprised of a various experts in all components of employment services.

  • Each team will have Inclusion Group specialists with the responsibility of providing informed and relevant services to specific populations. 

 

QUALIFICATIONS

Training and Program Orientation will be provided to support staff toward competency in various Work BC Policy and Procedures, Work BC Program Acronyms and Systems; and Integrated Case Management (ICM)

  • Ability to work successfully within a complex environment with many rules

  • Strong critical thinking and organizational skills

  • Experience working with databases, outlook, online learning platforms, and virtual platforms such as Microsoft Teams, Zoom etc.

  • Assertive and proactive problem solving skills; presentation skills an asset

  • A demonstrated record of working with employers, training providers, community resources and other employment related service providers

  • Experience working in an Administrative position in a professional office setting

  • Solid understanding of confidentiality and other professional codes of conduct; must submit for a criminal record check

  • Team player with ability to work effectively with a diverse team of professionals

  • Access to reliable transportation, Class 5 Driver’s License and clean driver’s abstract required.

     

EDUCATION

  • Administrative Assistant Certificate, or comparable certification in office operations and procedures; or one year experience working in a similar role / position

  • Computer / Technology operations certification an asset

  • Relevant experience could also include working with job seekers and / or persons with disabilities, human resources etc.

APPLY

Please apply with cover letter, resume, and three professional references to:

info@wdcsnorth.ca

100 - 2666 Queensway Street

Prince George, BC

V2L 1N2

Attn: Laura Heagy, Operations Manager.


Workforce Development wishes to thank all applicants for their interest, but only those selected for an interview will be contacted.

Workforce Development is an equal opportunity employer. We encourage applications from all qualified candidates; including persons with disabilities and those from other diverse backgrounds.

Call: 250-564-8044

Email: info@wdcsnorth.ca

Visit: 100-2666 Queensway Street

Prince George, BC V2L 1N2

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