Program Assistant Job Description
Classification:
Part-Time/Full-Time – 12 Month Contract (Hours will be dependent on the skillset and availability of the successful candidate).
Reports to: Executive Director
Date: August, 2026
Summary/Objective:
To support the successful operations of Hospice Orillia and the North Simcoe Muskoka Hospice Palliative Care Network (NSMHPCN) by assisting staff with programming, administrative support and special projects.
Responsibilities:
Volunteer and Program Support:
- Coordinate and facilitate volunteer rounds in collaboration with the Volunteer Coordinator
- Assist with volunteer recruitment and general events as requested by the Volunteer Coordinator
- Assist with new program initiatives
- Support Community Social Worker and Bereavement Services Coordinator with volunteer/client matches
- Assist Volunteer Coordinator with annual volunteer check-in interviews
- Assist with facilitating and organizing information sessions and in-person training sessions for new volunteers in the absence of the Volunteer Coordinator
- Assist with organizing and planning Hospice Orillia events including but not limited to:
- Candles of Remembrance, Garden of Remembrance, Hike for Hospice, etc.
Bereavement Program Support:
- Provide administrative support for groups including but not limited to gathering supplies, refreshments, printed materials, creating, distributing and starting online meetings, completing reminder calls, gathering curriculum and other duties as necessary
- Document volunteer hours into an electronic file
- Complete reminder calls for appointments and maintaining/updating Bereavement Coordinator and Social Worker’s digital calendars accordingly and document client interactions
- Book intakes for the Bereavement Coordinator and create digital meeting invites accordingly
- Ensure all client files are up to date and in accordance with HPCO standards
General Program Support:
- Create digital calendar invites and distribute them to appropriate staff members for upcoming meetings
- Produce accurate and detailed meeting agendas and minutes
- Provide administrative support to Hospice Orillia staff as needed, including but not limited to room bookings, printing and assembling program materials, phone calls, etc.
- Assist with general office duties, organization and housekeeping
- Complete projects for the Executive Director as required
- Responsible for monitoring email for online/website referrals and forwarding them to the most appropriate staff member for both Visiting and Grief and Bereavement services
- Maintain inventory of basic office supplies
- Assist with events including space bookings, catering, printing materials and circulating emails
- Maintain office supplies inventory and inform Executive Coordinator when refresher orders need to be placed
- Bank Deposits
- Organize and prepare educational packages for Clinical team when required
- Community outreach duties to be determined
- Attend various community events as required
Communications and Fundraising Support:
- Assist with annual fundraising events, i.e. Hike for Hospice, Annual Appeal, etc.
- Distribute program flyers as directed in the community
- Collaborate with the Executive Coordinator and Communications, Fundraising & Community Relations Specialist on the Hospice Orillia annual Stakeholder survey, including sending the survey and compiling final reports based on responses received
Skills and Personal Traits:
- Exceptional organizational skills
- Proven track record with record-keeping, digital scheduling, etc.
- Excellent communication skills
- Knowledgeable about the community of Orillia
- Exceptional computer/IT proficiency
- Friendly and personable
- Ability to work in a team environment – getting along with others, collaborating on projects, interviews, etc.
Competencies:
1. Communication and Interpersonal Skills
2. Attention to Detail
3. Organization Skills
4. Problem-Solving
5. Computer Literacy
6. Microsoft Excel, Word and PowerPoint
7. Multi-Tasking Ability
Supervisory Responsibility:
This position has no direct supervisory responsibilities.
Work Environment:
This job operates under a hybrid model of both remote and in-office professional environments. This role requires a confidential space in home for private conversations. The role routinely uses standard office equipment such as laptops, computers, photocopiers and fax machines.
This position involves regular supervision and requires communication with internal and external stakeholders. This position also involves communication with external clients, volunteers and community members.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
The physical demands involve minute taking, working in a fast-paced environment, sitting for extended periods of time and working on a computer.
While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision and the ability to adjust focus. This would require the ability to lift files (up to 25 lbs), open filing cabinets and bend or stand on a stool as necessary.
If accommodations are required, please notify the Executive Director.
Position Type/Expected Hours of Work:
This is a part-time/full-time, 12-month contract position (hours will be dependent on the skill set and availability of the successful candidate). Occasional evening and weekend work may be required as job duties demand. The duties of this job are subject to change.
Travel:
Minimal travel is required for this position. A valid driver’s license and car is preferred but other means of transportation coordinated by the employee would be acceptable.
Required Education and Experience:
1. Completion of a high school diploma
2. Experience with Microsoft Office
3. 3+ years of previous Administration experience
Preferred Education and Experience:
1. Experience in a non-profit organization
2. Experience managing confidential healthcare information
3. Experience with managing one’s own schedule
4. Experience managing confidential health information including knowledge of PHIPA
Work Authorization/Security Clearance (if applicable):
1. Police Record check
2. Vulnerable sector check
Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Equal Opportunity Statement:
NSMHPCN is committed to the philosophy of equal opportunity employment and does not discriminate against any employee or applicant on the basis of race, colour, ancestry, age, religion, sex, sexual orientation, gender identity or expression, national origin, disability, medical condition, marital status, veteran status, or other non-job-related criteria.
NSMHPCN is an equal-opportunity employer. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code, individuals requiring accommodation during the application/recruitment process should advise Human Resources so arrangements can be made. All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.
Accessibility:
NSMHPCN is committed to providing its services in ways that respect the dignity and independence of people with disabilities.
Pay: $44,500.00-$47,500.00 per year
Benefits:
- Employee assistance program
- On-site parking
Application question(s):
- Will you successfully pass a Police Record Check and a Vulnerable Sector Check?
Education:
- Secondary School (required)
Experience:
- Administrative: 3 years (preferred)
Licence/Certification:
- Ontario Class G driver's license (preferred)
Work Location: In person
